Sales Reports
The Sales Reports are a set of screens that analyze your already-issued Cash Invoices, Credit Invoices and other sales documents, grouping them by whichever dimension you need: Customer, Item, Sales Rep, Sales Territory, Location/Subsidiary, Item Class, month by month, or by fiscal document. Instead of exporting your invoices and building your own pivot tables, you open the report that matches the question you want answered (who's buying the most from me? what's selling? how's each sales rep doing? how are my branches performing?) and AdmCloud does the math for you.
What is it and what is it for?
Each report in this group starts from your already-recorded sales transactions (cash and credit invoices, credit/debit notes, returns, etc.) and totals or details them by the dimension you pick. They help you:
- Identify your strongest and weakest customers, items, sales reps, territories or subsidiaries in sales, over a date range or month-over-month.
- Review, line by line, what was billed, to whom, in what quantity and at what price (the detailed report and item-level detail).
- See the cost of goods sold and margin of your sales, when you're authorized to view costs.
- Audit your fiscal document numbering and review your sales grouped by document type (invoice, credit note, etc.).
These are read-only reports: they don't let you edit amounts or documents from here; to correct a sale, do it from the original Invoice, Note or document.
How to use it
- Go to Reports > Sales and pick the report that matches the dimension you want to analyze (by Customer, by Item, by Sales Rep, by Location/Subsidiary/Territory, month by month, or by fiscal document). Check the table in the next section if you're not sure which one fits.
- Set the filters: most reports ask for a date range (some instead ask for Year and, when it applies, Month). Narrow the result with Subsidiary, Location, Customer, Customer Class, Sales Rep, Item, Item Class, Sales Territory or other filters available on that report.
- Click Refresh to load the table. Most reports don't load data until you confirm the filters, to avoid running a heavy query before you're ready.
- Click a customer, item, sales rep or document number when it appears underlined or as a link: it takes you straight to its record or to the matching detail report (for example, from a Customer total to that customer's Item Detail, or from a Fiscal Sequence row to its transaction-level detail).
- Use the Landscape checkbox or button when the report has many columns, and export or print it from the report's toolbar (PDF, Excel or other formats), or use the browser's print function on the simple-table reports.
Reports available by dimension
All of them draw from the same sales data; what changes is how it's grouped:
| Dimension | What it shows |
|---|---|
| Detailed | Every sales line with its document, date, customer, item, quantity, price and net amount; the finest level of detail. |
| By Customer | Total sales by customer, by customer class, month by month (a 12-month matrix), or cross-tabbed by subsidiary, to see who's buying from you and how much. |
| By Item | Quantity and amount sold by item or item class, month by month or by subsidiary, plus the Item Detail (transactions for a specific item) and the Item Class by Customer cross-tab. |
| By Sales Rep | Each rep's sales in total, by item, by item class or month by month, to measure your sales team's performance. |
| By Location / Subsidiary / Territory | Sales grouped by the location that shipped, the subsidiary that billed, or the sales territory assigned to the customer. |
| Fiscal documents | Sales grouped by fiscal document sequence and type (with transaction-level detail on click), and a billing summary by Document Type (invoice, credit note, etc.). |
| Cost by Item and Customer | Item-and-customer cross-tab with cost detail, to analyze profitability of a specific combination. |
Common filters
| Filter | What it's for |
|---|---|
| Date range / Year and Month | Bounds the period analyzed. Month-by-month reports ask for a Year instead of a range. |
| Subsidiary | Filters by the billing entity (includes its child subsidiaries where applicable). Only shown if your company has subsidiaries enabled. |
| Location | Filters by the location that shipped or recorded the sale, including its sub-locations. |
| Customer / Parent Customer / Customer Class | Narrows by a specific customer, by the group it belongs to (parent relationship), or by its classification; several reports let you pick more than one Customer Class at once. |
| Sales Rep | Filters by the rep assigned to the sale; most reports let you pick several at once. |
| Item / Item Class / Family / Brand | Narrows by a specific item or by its category, family or brand. |
| Sales Territory | Filters by the territory assigned to the customer or the sale. |
| Document Type | Filters by document type (cash invoice, credit invoice, credit note, etc.), available on the fiscal-document reports and the detailed report. |
| Currency | Filters by transaction currency when you handle more than one. |
| Reference | Narrows down by the reference typed on the document; it matches partially, so you can enter just a fragment. On Sales by Item it only adds up the sales of the documents whose reference matches. |
Key capabilities
- Multi-select filters on Sales Rep and Customer Class in most reports, so you can compare several at once without repeating the query.
- Direct links from customers, items, sales reps and documents to their record or to the related detail report.
- Optional trend view (a per-month line/sparkline) on the month-by-month reports, to spot at a glance whether a figure is trending up or down.
- Landscape mode for reports with many columns, meant for printing or exporting.
- Export to PDF, Excel or other formats from the report's toolbar, or direct browser printing on the simple-table reports.
- Interactive tables with search, sort and pagination once the data loads.
Reports with cost and margin
Several reports (Customer, Customer Class, Item, Item Class, Sales Rep, Location, Subsidiary and Territory) have a "With Costs" variant that adds the cost of goods sold and gross margin for each row, alongside the Cost by Item and Customer report.
- These columns and variants are only shown to users with the "Item Costs" permission (Browse level) on their user group; without it, you simply won't see the link or the cost/margin columns.
- The cost is calculated from the cost recorded on the Item and from what's posted on your sales documents; if a cost isn't up to date, the margin shown won't be either.
Availability and permissions
- Viewing any Sales Report requires the "Sales Invoices" permission (Browse level) on your user group.
- The cost and margin variants and columns additionally require the "Item Costs" permission (Browse level).
- If your user has a sales rep assigned, some reports automatically restrict the result to your own sales.
- Reports respect your session's Subsidiary and Location: you only see data from the organization you have access to, unless you explicitly pick another allowed value in the filter.
- The Subsidiary filter only appears if your company has subsidiaries enabled.
Tips and common mistakes
Not sure which report to use? Start from the question you want answered ("who bought the most from me this month?" → by Customer; "what sold the most?" → by Item; "how's my team doing?" → by Sales Rep) and pick the report for that dimension.
You don't see the "With Costs" variant of a report. Check that your user group has the "Item Costs" permission; without it, AdmCloud hides the link and the cost/margin columns across all Sales Reports.
The table doesn't load data when you open it. That's expected: set your filters first (dates, subsidiary, customer, etc.) and click "Refresh" so AdmCloud doesn't recalculate a heavy report before you finish choosing your criteria.
These reports are read-only. If an amount doesn't match what you expect, check the original document (Invoice, Credit/Debit Note, etc.); fix it there and the report will reflect the change right away.