Sales & Purchase Reports

Overview

The Sales & Purchase Reports are your detailed transaction tracking system. These reports provide complete visibility into every sale and purchase made in your business, with powerful filtering options to find exactly what you need.

What makes these reports powerful:

• Transaction-level detail - See every single item sold or purchased
• Flexible filtering - By date, customer/supplier, product, or any combination
• Two report views - Detailed (line-by-line) or Summary (totals)
• Real-time data - Always shows current, up-to-date information
• Actionable - Undo mistakes, reprint receipts, export data

Use these reports for:

• Daily sales reconciliation
• Customer purchase history
• Product sales analysis
• Supplier ordering patterns
• Tax reporting and audits
• Financial statement preparation

Accessing Sales Reports

**From the Main Menu:**

1. Click "Reports" in the navigation menu
2. Select "Sales Report" from the reports grid
3. The Sales Report interface opens with today's transactions

**Quick Access:**

Navigate to: Reports → Sales Report

Accessing Purchase Reports

**From the Main Menu:**

1. Click "Reports" in the navigation menu
2. Select "Purchases Report" from the reports grid
3. The Purchases Report interface opens with today's transactions

**Quick Access:**

Navigate to: Reports → Purchases Report

Report Interface Overview

Both Sales and Purchase Reports share the same interface with powerful filtering options:

**Filter Panel (Top Section)**

The filter panel contains all the tools you need to narrow down your report:

1. Timeframe Selector

• Today (default) - Shows transactions from today only
• Select Date - Choose a specific date
• Select Date Range - Choose from date and to date
• All - Shows all transactions ever recorded

2. Customer/Supplier Filter

• Sales Report: Dropdown list of all customers
• Purchase Report: Dropdown list of all suppliers
• Select "All" to see transactions from all customers/suppliers

3. Product Filter

• Dropdown list of all products in your inventory
• Filter to see sales/purchases of a specific product only
• Select "All" to include all products

4. Customer Name Search

• Text field to search by customer name (Sales Report)
• Type a name and click "Search Records"
• Useful when you have many customers

5. Report Type Buttons

• Detailed Report - Transaction-by-transaction breakdown
• Summary Report - Product totals for the period

Filter Combinations

You can combine filters to create powerful custom reports:

**Example 1: Customer Purchase History**

• Timeframe: All
• Customer: Select specific customer
• Product: All
• Result: Every transaction for that customer, ever

**Example 2: Product Sales This Month**

• Timeframe: Select Date Range (1st to 30th)
• Customer: All
• Product: Select specific product
• Result: All sales of that product this month

**Example 3: Today's Credit Sales**

• Timeframe: Today
• Customer: All (but only credit customers will show if they bought today)
• Product: All
• Result: All credit sales made today

**Example 4: Supplier-Specific Purchases**

• Timeframe: Select Date Range
• Supplier: Select specific supplier
• Product: All
• Result: All purchases from that supplier in the date range

Detailed Report

The Detailed Report shows every transaction line-by-line with complete information.

**What You See:**

Each row shows:

• Date - When the transaction occurred
• Receipt/Invoice Number - Unique reference number
• Customer/Supplier Name - Who the transaction was with
• Product Name - What was sold/purchased
• Quantity - How much (in the unit sold: cartons, pieces, etc.)
• Unit Price - Price per unit
• Total Amount - Line total (Quantity × Unit Price)

At the bottom:

• Grand Total - Sum of all transactions
• Total Paid - How much has been paid (across all documents)
• Outstanding Balance - What is still owed (for credit transactions)

**Detailed Report Summary Section**

Below the transaction table, you'll see a Summary box with key metrics:

For Sales:

• Cash Sales (Within Period) - Total cash sales in the selected timeframe
• Credit Sales (Within Period) - Total credit sales in the selected timeframe
• Total Sales Amount (All Docs) - Sum of all transactions shown
• Amount Paid (All Docs) - Total payments received
• Outstanding Balance (All Docs) - Total still owed by customers
• Deposits on Credit Sales (Within Period) - Customer payments received in the period
• Total Cash Available - Cash sales + deposits received

For Purchases:

• Cash Purchases (Within Period) - Total cash purchases in the timeframe
• Credit Purchases (Within Period) - Total credit purchases in the timeframe
• Total Purchases Amount (All Docs) - Sum of all transactions shown
• Amount Paid (All Docs) - Total payments made to suppliers
• Outstanding Balance (All Docs) - Total still owed to suppliers
• Payments on Credit Purchases (Within Period) - Supplier payments made in the period
• Total Amount Paid This Period - Cash purchases + payments made

**How to Use the Detailed Report:**

For Sales Reconciliation:

1. Set timeframe to Today
2. Click Detailed Report
3. Verify all transactions are correct
4. Check that totals match your cash drawer count

For Customer Statement:

1. Set timeframe to All or Select Date Range
2. Select specific customer
3. Click Detailed Report
4. Print or share with customer

For Product Analysis:

1. Set timeframe (e.g., This Month)
2. Select specific product
3. Click Detailed Report
4. See every sale of that product

Summary Report

The Summary Report aggregates data by product, showing totals instead of individual transactions.

**What You See:**

Each row shows:

• Date - Transaction date
• Reference - Receipt/invoice number
• Customer/Supplier - Who the transaction was with
• Total Amount - Total for that document
• Amount Paid - How much has been paid
• Balance - Outstanding amount
• Running Balance - Cumulative total

At the bottom:

• Totals row - Sum of all values
• Summary section - Same financial metrics as Detailed Report

**Running Balance Explained:**

The Running Balance column shows a cumulative total:

• Starts at zero
• Adds each transaction total as you go down
• Final running balance = Grand Total

Example:

Date	Total	Running Balance
Jan 1	100,000	100,000
Jan 2	50,000	150,000
Jan 3	75,000	225,000
Totals	225,000	225,000

**How to Use the Summary Report:**

For Period Totals:

1. Set timeframe (e.g., This Month)
2. Select All customers/products
3. Click Summary Report
4. See total sales/purchases by receipt

For Financial Statements:

1. Set timeframe to match your reporting period
2. Click Summary Report
3. Use totals for income statement preparation

For Quick Overview:

1. Set timeframe to Today
2. Click Summary Report
3. See daily totals at a glance

Report Actions

**Print Report**

Click the "Print" button at the top right

What happens:

• Your browser's print dialog opens
• Report is formatted for printing
• Headers and footers included automatically
• Option to save as PDF

Print Tips:

• Use Landscape orientation for detailed reports (more columns)
• Use Portrait orientation for summary reports
• Select Save as PDF to email or archive reports

**Undo Receipt (Sales Report Only)**

How to Undo a Sale:

1. In the search box at top left, type the Receipt Number
2. Press Enter or click Search
3. The "Undo" button appears next to the search box
4. Click "Undo" button
5. Confirm you want to undo the transaction
6. Transaction is reversed and stock is restored

Important Notes:

• ⚠️ This action cannot be undone - Use carefully
• Stock quantities are automatically restored
• Transaction moves to "Removed Transactions" report
• Use this for genuine mistakes, not for returns (use Credit Notes instead)

When to Undo:

• Wrong customer selected
• Wrong items added
• Duplicate entry
• Test transaction

When NOT to Undo:

• Customer returns item (use Credit Note instead)
• Payment not received (keep transaction, track as unpaid)
• Pricing disputes (adjust pricing, don't delete history)

**Reprint Receipt**

How to Reprint:

1. In the search box at top left, type the Receipt Number
2. Press Enter or click Search
3. The Print icon button appears next to the search box
4. Click the Print icon
5. Receipt prints to your configured printer

Common Uses:

• Customer lost their original receipt
• Receipt paper jammed during first print
• Customer requests duplicate for records

Understanding the Numbers

**Total Amount vs Amount Paid**

Total Amount:

• The full value of the transaction
• What the customer owes (or you owe supplier)
• Includes both paid and unpaid portions

Amount Paid:

• How much has actually been paid
• For cash sales: Always equals Total Amount
• For credit sales: May be partial or zero

Balance:

• Outstanding amount still owed
• Calculated as: Total Amount - Amount Paid
• Red if positive (money owed)
• Green if negative (overpaid)
• Zero if fully paid

**Cash vs Credit Breakdown**

Cash Sales/Purchases:

• Paid immediately
• Amount Paid = Total Amount
• Balance = 0

Credit Sales/Purchases:

• Payment deferred
• Amount Paid = Payments received/made so far
• Balance = Remaining amount

**Within Period vs All Docs**

Within Period:

• Transactions that occurred during your selected timeframe
• E.g., "Credit Sales (Within Period)" = New credit sales made this week

All Docs:

• Includes all transactions shown in the report, regardless of age
• E.g., "Total Sales Amount (All Docs)" = Sum of all visible rows

Example:

• Timeframe: This Week
• Credit Sales (Within Period): 500,000 UGX (new credit sales this week)
• Outstanding Balance (All Docs): 2,000,000 UGX (total owed by all customers on all invoices shown)

Common Use Cases

**Daily Sales Reconciliation**

Goal: Verify today's sales match cash drawer

Steps:

1. Open Sales Report
2. Timeframe: Today
3. Customer: All
4. Product: All
5. Click Detailed Report
6. Review:

• Total Cash Sales should match physical cash in drawer
• Credit Sales tracked in customer accounts
• All transactions have correct receipt numbers

**Monthly Customer Statement**

Goal: Send statement to credit customer

Steps:

1. Open Sales Report
2. Timeframe: Select Date Range (e.g., Jan 1 - Jan 31)
3. Customer: Select specific customer
4. Product: All
5. Click Detailed Report
6. Review:

• All transactions listed
• Outstanding Balance shown at bottom

1. Click Print → Save as PDF
2. Email PDF to customer

**Product Sales Analysis**

Goal: See how much of a product sold this month

Steps:

1. Open Sales Report
2. Timeframe: Select Date Range (first to last day of month)
3. Customer: All
4. Product: Select specific product
5. Click Detailed Report
6. Review:

• Every sale of that product
• Total quantity sold (sum the Quantity column)
• Total revenue from that product (Grand Total)

**Supplier Payment Verification**

Goal: Confirm what you owe a supplier

Steps:

1. Open Purchase Report
2. Timeframe: All
3. Supplier: Select specific supplier
4. Product: All
5. Click Detailed Report
6. Review:

• All purchases from that supplier
• Outstanding Balance (what you still owe)
• Last payment date and amount

**Tax Reporting (VAT/Sales Tax)**

Goal: Calculate tax owed for a period

Steps:

1. Open Sales Report
2. Timeframe: Select Date Range (tax period, e.g., quarterly)
3. Customer: All
4. Product: All
5. Click Summary Report
6. Review:

• Total Sales Amount
• Calculate tax: Total × Tax Rate (e.g., × 18% for VAT)

1. Print for tax authority or accountant

Best Practices

**Daily Habits**

• ✅ Run Today's Sales Report Every Evening
• Reconcile cash drawer
• Verify all transactions recorded
• Check for any missing receipts

• ✅ Review Credit Sales
• Check which customers bought on credit today
• Follow up with customers approaching credit limit

• ✅ Spot Check Purchases
• Ensure all stock received is recorded
• Verify prices match supplier invoices

**Weekly Habits**

• ✅ Customer Follow-Up
• Run customer-specific reports for those with outstanding balances
• Send payment reminders
• Generate statements for regular customers

• ✅ Product Performance Review
• Run product-specific sales reports
• Identify best sellers
• Spot slow movers

• ✅ Supplier Reconciliation
• Review what you owe each supplier
• Plan payments based on cash flow
• Verify delivery vs recorded purchases

**Monthly Habits**

• ✅ Financial Close
• Generate full month sales and purchase reports
• Reconcile with bank statements
• Prepare data for accountant

• ✅ Customer Statements
• Send statements to all credit customers
• Chase overdue payments
• Review credit terms

• ✅ Tax Preparation
• Generate period reports for tax filing
• Calculate VAT/Sales Tax owed
• Prepare supporting documentation

Troubleshooting

**Issue: Report shows no data**

Possible Causes:

• No transactions recorded for the selected filters
• Date range doesn't include any activity
• Customer/product filter excludes all results

Solution:

• Expand timeframe (try "All")
• Select "All" for customer and product filters
• Verify transactions were actually recorded

**Issue: Totals don't match expectations**

Possible Causes:

• Filters are excluding some transactions
• Looking at "Within Period" when you need "All Docs"
• Multiple receipts for same customer

Solution:

• Double-check all filters are set correctly
• Click Detailed Report to see line-by-line breakdown
• Compare "Within Period" vs "All Docs" totals

**Issue: Can't find a specific receipt**

Possible Causes:

• Receipt number entered incorrectly
• Transaction was undone previously
• Wrong report (sale vs purchase)

Solution:

• Verify receipt number from printed receipt
• Try date range that includes when receipt was issued
• Check Removed Transactions Report (if undone)

**Issue: Outstanding balance seems wrong**

Possible Causes:

• Payments recorded but not linked to invoice
• Multiple invoices for same customer
• Credit note not applied

Solution:

• Run report for that specific customer (Timeframe: All)
• Check Amount Paid column - verify payments captured
• Review customer account statement
• Contact support if discrepancy persists

**Issue: Print button not working**

Possible Causes:

• Browser pop-up blocker
• No data to print
• Browser security settings

Solution:

• Allow pop-ups for gskpos.com
• Ensure report has data (run query first)
• Try different browser (Chrome recommended)

Tips for Success

• 💡 Use Filters Strategically
• Start broad (All customers, All products) then narrow down
• Combine filters for powerful insights
• Save common filter combinations by bookmarking the page after running

• 💡 Detailed vs Summary - When to Use Each

Use Detailed When:

• You need transaction-level proof
• Preparing customer statements
• Investigating specific sales
• Auditing or reconciling

Use Summary When:

• You need quick totals
• Preparing financial reports
• Analyzing period performance
• Sharing with management (less overwhelming)

• 💡 Regular Exports
• Print reports as PDFs for archives
• Create monthly folders with all reports
• Share with accountant/bookkeeper
• Use for loan applications or business reviews

• 💡 Customer Communication
• Email statements monthly to credit customers
• Include payment due dates
• Highlight overdue amounts
• Thank customers for timely payments

• 💡 Audit Trail
• Never delete transactions - use Undo only for genuine errors
• Keep printed reports for tax purposes
• Cross-reference with bank statements monthly

• 💡 Performance Tracking
• Compare month-over-month using date ranges
• Track customer purchase frequency
• Identify seasonal trends by product
• Monitor credit vs cash sales ratio

Advanced Tips

**Finding Profitable Customers**

1. Run Detailed Sales Report for each key customer (Timeframe: All)
2. Note Grand Total for each
3. Rank customers by total sales value
4. Focus marketing and service on top customers

**Stock Reorder Planning**

1. Run product-specific Purchase Report (Timeframe: Last 3 months)
2. See average purchase quantity and frequency
3. Check lead times by reviewing date gaps
4. Use this to plan reorder points and quantities

**Seasonal Analysis**

1. Run Sales Report for same period across different years
2. Example: December 2023 vs December 2024
3. Compare totals to identify growth or trends
4. Plan inventory for next season based on patterns

**Customer Payment Behavior**

1. Run customer-specific reports
2. Compare "Date of Sale" vs "Date of Payment"
3. Calculate average days to pay
4. Adjust credit terms for slow payers

Summary

The Sales & Purchase Reports are essential tools for:

• Financial control - Know exactly what was sold and purchased
• Customer management - Track who owes what and when
• Inventory insights - See which products move fastest
• Tax compliance - Generate accurate reports for authorities
• Business decisions - Data-driven choices based on real transactions

Master these reports by using them daily. The more you explore the filters and combinations, the more insights you'll discover about your business.

What's Next?

Explore other powerful reports:

• Stock Reports - Inventory movement, adjustments, and stock levels
• Other Reports - Staff performance, activity logs, and more

Continue to: [Section 3.3: Stock Reports →](3-stock-reports.html)