Management – Analysis – Show Reports
The Show Reports option has a number of reports that are hard wired into SapphireOne by the programmers.
Their main purpose is to enable a user to set up reports by using a simple selection of standard drop-down menus.
Once the drop-down menu options have been selected the user then has to enter the dates or periods that the report is to encompass.
This greatly simplifies the generation of these reports.
It should be noted that all of these reports may be exported as a CSV file which may be opened by any spreadsheet program.
It should be noted that show reports has now been duplicated for Purchases and is almost identical to the Show Reports function documented here.
A number of these reports have provision for the selection of Matrix items and Tags that are part of both Inventory items and from your Client master files.
In addition, there is a report that will display in a matrix style format.
Once the Show Reports option is selected the popup as seen to the right will be displayed. This Show Reports currently has six types of reports that are available.
These reports all share an almost identical layout so we will use the first one on the list and document it first and document others that have added functionality.
The range is by default set using the button in the lower left hand corner of the screen. The default is by date with the date options as seen to the right. The default date option is This month to Date with other options as seen to the right.
Please note that the last option Last Financial Year to Date is Last Financial Year to todays 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.
By selecting the [Use Period] button the report will be altered to a period drive report the options are as seen to the right. The default period is This Financial Year. The [Use Date] button has now altered so select it again to go back to a date driven report.
From and To
For a date driven report the two data entry fields require a date input while for a period driven report they require the entry of a number which is a period. Both are seen in the screenshots to the right. Note that the date option has both From and To underlined so they have a convenient pop up calendar to pick dates from.
This drop-down option has three items on it and it is only used with theSales by Item and Sales by Item Class from Inventory.
For normal Inventory items the None option is used.
The remaining two options are selected when a report is being set up for Matrix items.
The Matrix Colour relates to the Matrox Rows if the matrix is set up for other types of Inventory.
Select All departments or select any Department in the company. Selection of a date or period driven report has on affect on this option.
The sorting of each item as it will appear in the report. 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. Selection of a date or period driven report has on affect on this option.
Display Column by
This option selects what data is included with each column. Total and Rep display correctly with date driven reports and period data displays with the period driven reports.
Remember any alterations/changes and the [Recalculate] button must be selected each and every time so as to force SapphireOne to re-calculate the report and display the new details in the report.
Display Quantity or Dollar values
In some reports, the [Use Qty] and [Use $] buttons will be displayed allowing for selection of either quantities or dollar values in the report.
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.
When the requirement is for a limited report, for example only the one 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
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 below the options area.
Exporting and Printing
Once the report is ready the user may select the [Export] button to export the report as a csv file which may be viewed by any spreadsheet program.
If immediate printing is required just select the [Print] button ant the report will be printed.
Reports are very easy to set up. Here are some examples. Note the settings made using the drop-down menu to see what is used to generate them.
Sales by Client Class
This Financial Year and last financial year.
Sales by Item (Inventory)
Many of the items in the Grouping and Display Column’s by drop-down menus are from tags in your Inventory items and from your client master file.
Sales by Item & Project Class
These class reports have additional functionality in that there are additional options that may be selected for the report. These items are the Grouping and Display Column by drop down menus.
For the Grouping option user may select from the items in the drop-down menu as seen to the right. None, Type, Brand and Detail.
For the Display Columns by drop-down menu there are nine items that may be selected as seen to the right. The user should note that tags are included in the list and that the user is actually able to create these tags so careful consideration should be given when the tag names are actually created as they may also be used in reports here.
Sales by Matrix
This report has been laid out in a matrix style format. Because of the complexity of matrix items this report will be very large as may be seen in the screen shot below. Options are basically the same has been documented previously in this section with a number of additions. There is a drop down where the user has a number of options for displaying the rows including: By Color, by Master, by Client or by Period. The button just to the right of this drop-down menu is a toggle enabling the user to swap between and use in the report.
Sales by Rep
Last Financial Year