Show Reports

Show Reports Menu Overview

The Show Reports function within the SapphireOne Inventory Purchases Menu enables the user to set up a number of different report styles for different purposes. Sales by Client, Client Class, Item, Item Class, Project Class, Matrix, Serial / Batch, and Sales by Rep.

The user should note that the last item on the list, Fulfilment summary also includes a Shipping summary, which has a slightly different report. The user is advised to check both reports and use the one that best suits your requirements

All reports are created by using a simple selection of standard drop-down menus. Once the drop-down menu options have been selected the user can then select the dates or periods that the report is to encompass. All generated reports may be exported as a CSV file and may be opened by any external spreadsheet program. There is also is a Matrix report available that will display a report in a matrix style format. 

When the Show Reports option is selected a menu will be displayed, which currently has nine reports available. 

All reports are configured by using a standardised selection of drop-down menus that each have options that are best suited to the generation of the required report.

Once the user selects their drop-down menu options you can select the dates or period that the report is to encompass.

All reports may be exported as a html or CSV file and may then be opened by any browser or external spreadsheet program. 

Show Reports Sales by Client

Overview

This Show Report displays the total sales made to each Client for the selections made as by the user in the Query and Display settings areas.

When any alterations or changes are made to any settings in these reports, the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Client

Query Settings
  • Range – This may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Sort – This option allows the sorting of the items in the report as follows. It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
    • ID – The Clients ID which is the default option
    • Name – The Clients name.
    • Total – The total amount owed by the Client.
  • Column By – This option selects what data is included with each column. There are three options so select the option that best suits your requirements.
    • Total – This option provides a very simple report that displays the Client and to total sales selected by the user when making their selection from the Query and Display settings.
    • Rep – This option displays Sales made by each Rep as selected by the user when making their selection from the Query and Display settings.
    • Period – This option display Sales made on a period by period basis as selected by the user when making their selection from the Query and Display settings.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To Html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately

Show Reports Sales by Client Class

Overview

In SapphireOne Clients may be assigned to a class. This functionality allows for additional reporting to be done using the Clients Class, so we are able to take advantage of this with this Class based report.

When any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Client Class

Query Settings
  • Range – This may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Sort – This option allows the sorting of the items in the report as follows. It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
    • ID – The Clients ID which is the default option
    • Name – The Clients name.
    • Total – The total amount owed by the Client.
  • Column By – This option selects what data is included with each column. There are three options so select the option that best suits your requirements.
    • Total – This option provides a very simple report that displays the Client and to total sales selected by the user when making their selection from the Query and Display settings.
    • Rep – This option displays Sales made by each Rep as selected by the user when making their selection from the Query and Display settings.
    • Period – This option display Sales made on a period by period basis as selected by the user when making their selection from the Query and Display settings.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To Html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately

Show Reports Sales by Item (Inventory)

Overview

For each individual Inventory item, this report displays the following information on a column by column basis. The ID, Name, Quantity, Amount, % of Sales, and Average price for each inventory item in the data file.

When any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Item (Inventory)

Query Settings
  • Range – This may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
  • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
    • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years purchase figures to this years purchase figures for the same time frame in last and current financial years.
    • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Radio Buttons – These radio buttons operate in pairs. The report my be generated using Orders or Sales, and by Date In or the Delivery Date by selection of the appropriate radio button.
  • These radio buttons operate in pairs. The report my be generated using Orders or Sales, and by Date In or the Delivery Date by selection of the appropriate radio button.
  • Query Button – When any filtering of the report is required, for example a Single Vendor, a detailed query may be performed for the Vendor by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for the Vendor or any item in SapphireOne.

Display Settings
  • Grouping- This drop-down option currently has 10 items on it and it is used when the grouping of the Inventory Items within the report is required.
    • Normal Report – For a normal report the None (Default) option is used which will not group the report. Other grouping options are as follows, Class, Type, Brand, Detail, Tag4, Tag5, and Tag6.
    • Matrix Report – The remaining two options Matrix and Matrix Colour, are selected when a report is being set up for Matrix items. Matrix relates to the columns in a Matrix, while Matrix Colour relates to the Matrix Rows if the matrix is set up for other types of Inventory.
  • Sort – This option allows the sorting of the items in the report. The options range from the Inventory’s ID, (Default), Name, Quantity, Amount, % Sales and Average Price.
    • > – It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
  • Column By – This option selects what data is included with each column. There are 14 options so select the option that best suits your requirements. These are from Detail, (default), Detail & Cost, Client, Client Class, Tag, Tag2, Tag3, Rep, Period, Detail Period, Detail Period & Cost, Project, Season and Tran Tag.
  • Breaking – With the use of this menu the report may be broken up as follows. None (default), and then by Client, Client Class, Rep, Period and Project.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately

Show Reports Sales by Item Class (Inventory)

Overview

In SapphireOne Inventory Items may be assigned to a class. This functionality allows for additional reporting to be done using the Inventory Items Class, so we are able to take advantage of this with this Inventory Class based report.

Setup Options Sales by Item Class (Inventory)

Query Settings
  • Range – This report may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Grouping- This drop-down option currently has 4 items on it and it is used when the grouping of the Inventory Items within the report is required. These are, None (default), Type, Brand and Detail.
  • Sort – This option allows the sorting of the items in the report. The options range are from Inventory ID (Default), Name, Qty, Amount,% Sales and Average Price.
    • > – It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
  • Column By – This option selects what data is included with each column. There are 14 options so select the option that best suits your requirements. These are from Detail, (default), Detail & Cost, Client, Client Class, Tag, Tag2, Tag3, Rep, Period, Detail Period, Detail Period & Cost, Project, Season and Tran Tag.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To Html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately.

Show Reports Sales by Project Class

Overview

In SapphireOne Projects may be assigned to a class. This functionality allows for additional reporting to be done using the Projects Class, so we are able to take advantage of this with this Class based report.

When any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Project Class

Query Settings
  • Range – This report may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Sort – This option allows the sorting of the items in the report. The options range are from Inventory ID (Default), Name, Qty, Amount,% Sales and Average Price.
    • > – It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
  • Column By – This option selects what data is included with each column. There are 14 options so select the option that best suits your requirements. These are from Detail, (default), Detail & Cost, Client, Client Class, Tag, Tag2, Tag3, Rep, Period, Detail Period, Detail Period & Cost, Project, Season and Tran Tag.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To Html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately.

Show Reports Sales by Matrix

For Inventory items that use a matrix, the user should know the following as the matrix functionality may not only for items of clothing. Matrix functionality may be used in any industry where the selection of an item is enhanced by the use of a matrix.

  • Matrix – These are the column headings in a Matrix.
  • Matrix Colours – These are the row headings in a Matrix.

When this Matrix style report is generated both the columns and the rows will be displayed as may be seen in the screen shot below.

When any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Matrix

Query Settings
  • Range – This report may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Sort – This option allows the sorting of the items in the report. The options range are from Inventory ID (Default), Name, Colour ID, and Colour Desc or colour description.
    • > – It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
  • Display Raw – This option selects what data is included with each column. There are 4 options, Colour (Defautlt), Master, Client and Period.
  • Use $ or Qty – This button is a toggle that switches the report from a Dollar $ based report to a Quantity based report.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately.

Show Reports Sales by Serial / Batch

When any alterations or changes are made to any settings in these reports, the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Serial / Batch

Query Settings
  • Range – This may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Sort – This option allows the sorting of the items in the report as follows. It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
    • ID – The Clients ID which is the default option
    • Name – The Clients name.
    • Total – The total amount owed by the Client.
  • Column By – This option selects what data is included with each column. There are three options so select the option that best suits your requirements.
    • Total – This option provides a very simple report that displays the Client and to total sales selected by the user when making their selection from the Query and Display settings.
    • Rep – This option displays Sales made by each Rep as selected by the user when making their selection from the Query and Display settings.
    • Period – This option display Sales made on a period by period basis as selected by the user when making their selection from the Query and Display settings.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To Html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately

Show Reports Sales by Rep

This report displays Sales by your various sales representatives or Reps.

When any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Options Sales by Rep

Query Settings
  • Range – This report may be Date based or Period based. A button located at the bottom left hand corner of the screen Use Period Button, acts as a toggle enabling the user to swap between date and period based reports. By Default SapphireOne will set the range to Date and This Month to Date. If period is selected, SapphireOne will display Periods for the From and To fields. The selection made here will populate the From and To fields with the appropriate dates or periods.
    • Range Selection – Either the From or To Dates or Periods may be directly entered by the user.
      • Date- Various date based options are available when the user selects the up/down arrows to the right of this drop down menu. For example, Last Financial Year to today’s date last Year This will enable the user to compare last years sales figures to this years sales figures for the same time frame in last and current financial years.
      • Dates & Periods – For a date driven report the two date entry fields require the input of a date. Note that the date option has both the From and To underlined so they have a convenient pop up calendar to pick dates from. For periods directly enter the periods required.
  • Depart – Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
  • Radio Buttons – These four radio buttons operate as two pairs. The report my be generated using Orders or Sales, and the Date In or the Delivery Date with the selection of the appropriate radio buttons.
  • Query Button – When any filtering of the report is required, for example a Single Client, a detailed query may be performed for the client by selecting the Query button. This causes SapphireOne to display the detailed query pop up enabling the user to query for any item in SapphireOne.

Display Settings
  • Sort – This option allows the sorting of the items in the report. The options range are ID and Name.
    • > – It should be noted that the small [>] button just the right of the sort drop-down menu is used to invert the sort. It acts as a toggle reversing the sort order.
  • Column By – This option selects what data is included with each column. There are 4 options so select the option that best suits your requirements. These are Total, Client (default),Period and Department.
  • Recalculate – Every time a change is made to the report, the Recalculate button must be selected so that SapphireOne can re-calculate the report. Any changes are displayed immediately in the report area.

Footer Buttons
  • Export To Html – Selecting this button will tell SapphireOne to export the report as a html file which may be viewed with any web browser.
  • Export To CSV – Selecting this button will tell SapphireOne to export the report as a CSV file which may be viewed with any spreadsheet program.
  • Print – If printing is required select the Print button and the report will be printed immediately.

Show Reports Fulfillment & Shipment

The only difference between the two procedures above is that the SSCC page in Shipping, may be accessed from within the Manifest function on an invoice by invoice basis.

Two Report Options

Both of these reports use the same setup procedure however, the Shipping report has additional columns at the right hand end of the report These additional columns include the quantity ordered as well as the quantity Shipped. To set up these Fulfillment & Shipping reports please select the following options from the area at the top of the screen as follows.

Fulfillment Report

When the Column by Fulfillment option is selected the report as seen below will be displayed. Select the report that best suits your shipping procedure. There is also a Shipping report available so select the report that best suits your Shipping procedure.

Shipment Report

When the Column by Shipping option is selected the report as seen below will be displayed. There is also a Fulfillment report available so select the report that best suits your shipping procedure.

When any alterations or changes are made to reports the Recalculate button must be selected each time to re-calculate the report and display the new details.

Setup Procedure Fulfillment & Shipment

Show Report-Shipping

You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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