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Reports Overview
Reports Overview
Angel Horowitz avatar
Written by Angel Horowitz
Updated over a week ago

Your software comes with numerous built-in reports and even gives users the option to write their own. See the article here for more information on creating your own custom reports. The reports are categorized and listed on the Reports pull-down menu. You can run a report in any of the following ways:

  • Select the report from the Reports pull-down menu

  • Select Search for Reports from the Reports pull-down menu. Choose the Browse All Reports option. You will be presented with a complete list of all reports. Double-click on the report you wish to run

  • Select Search for Reports from the Reports pull-down menu. Choose the Run by ID Number option. Enter the ID of the report you wish to run

  • Select Search for Reports from the Reports pull-down menu. Choose the Search by Keywords option. Search for the report with the appropriate keywords

To make finding a report easier, each report has its own ID Number. This number is a simple and easy way to remember and reference a report. To see the latest list of available reports, select Search for Reports from the Reports pull-down menu. Choose the Browse All Reports option. A list of all the available reports will be shown. The report IDs are in the left-most column. If desired, click Print to print this list for future reference.

Customizing the Appearance of a Report
Sometimes it is useful to customize the columns of a report. This can be used to make the report more concise or to limit the horizontal length of the report so everything can be printed on one page.

  1. Run the desired report.

  2. Click the Customize View button on to add or remove columns as desired.

  3. You can use the Add, Remove, Move Up, and Move Down buttons to customize the information to view.

  4. Click OK to save the settings.

  5. The report will then be updated to reflect these changes.

Additionally, the option of customizing the Header and Footer displayed on a report is available by selecting Report Header and Footer from the Reports pull-down menu. These fields can be used to display business name and details on each report generated using your software.

Graphing and Charts
For most reports, you can easily create graphs and charts of the information contained in the report. After running a report, simply click the Graph button if it is available. You can create the following types of graphs and charts:

  • Area: typically used for graphing accumulated totals

  • Bar: good for comparing specific items

  • Pie: good for showcasing percentages or totals

  • Step: like an area chart, good for showing growth or trends in totals

  • XY Plot: typically used for statistical analysis and measuring variance

  1. Run the desired report.

  2. The results of the report will be displayed.

  3. Click the Graph button. If there is not Graph button on the report, the graphing feature is not available.

  4. The graph or chart will be displayed.

  5. If the graph is not displayed in the desired style, it can be easily changed to fit your needs.

Editing the Graph or Chart Appearance

  1. Run the desired report.

  2. The results of the report will be displayed.

  3. Click the Graph button.

  4. The graph or chart will be displayed.

  5. Click the Edit Graph Properties button.

  6. The Graph Options screen will appear.

  7. Select the graph type from the pull-down list:

    • Area

    • Bar

    • Pie

    • Step

    • XY Plot

  8. Enter the Title.

  9. Select the item that you wish to graph from the Horizontal axis pull-down list.

  10. Enter the Horizontal axis label.

  11. Enter the Vertical axis label.

  12. Select the items to graph by checking the appropriate box(es).

  13. Optionally, check Use 3D Effects or Invert Vertical Axis if desired.

  14. Click OK.

Printing a Graph or Chart

  1. Run the desired report.

  2. The results of the report will be displayed.

  3. Click the Graph button.

  4. The graph or chart will be displayed.

  5. Edit the graph or chart to fit your needs.

  6. Click the Print button.

  7. The Print Options screen will appear.

  8. Verify the settings and click Print.

Most Used Reports
There are hundreds of reports available in your software, but there are certain reports that get used more often than others. These are nine of the most commonly used reports:

  1. Sales Totals and Sales Tax Report (Report #1): shows calculated business totals and taxes for any selected date and time period, and for specific employees and booth renters.

  2. Business Performance Report (Report #147): provides various metrics to measure the business' performance. The report provides the ability to set goals, and reports whether or not those goals are being met over different time ranges.

  3. Business Growth Report (Report #152): provides a comparison of the business' performance between two different time ranges, i.e. the report can be used to compare the total sales of the most recent month to the same month a year prior.

  4. Client Retention Report (Report #4): review the percent of new clients that return to your business for repeat services. Return rates are listed for each employee and the average return rate represents the overall return rate for the business.

  5. Employee Performance Report (Report #146): provides performance information regarding a specific employee.

  6. Profit and Loss Report (Report #80): provides comprehensive tools for analyzing income, expense, and net profit for your business.

  7. Product Sales Statistics (Report #5): analyze your product sales and profit statistics to determine relative product profitability.

  8. Service Sales Statistics (Report #6): analyze your service sales and the net profit for each service to determine which services are the most and least profitable for your business.

  9. Top Spending Clients (Report #2): review your highest spending clients. The top clients are listed vertically in descending order for purchase totals, and listed in categories for overall business and employee sales.

Sales Totals & Sales Tax Report
The Sales Totals and Taxes screen shows calculated business totals for any selected date and time period.

  1. Click the Totals button/icon or select Sales Totals and Sales Tax Report from the Reports pull-down menu.

  2. The Sales Totals and Taxes screen will appear.

  3. Make the appropriate date selections in the Date Range section.

  4. If you are viewing totals for a single day then you can enter the time of day for calculations in the Time Range section, i.e. you can view totals for a single day from 9:00 AM to 1:00 PM, and then perform another calculation for 1:00 PM to 5:00 PM.

  5. In the Individuals section, you can select who you would like included in the Totals report from the following choices:

    • Employees: All (grouped by employee name): include all employees

    • Employees: Only employees listed on the Employees screen (group by employee ID): include only current employees. Check or uncheck the appropriate boxes:

      • Do not list employees with a zero total: will not include employees with no recorded sales

      • Include all booth renters/independent contractors: include all booth renters/independent contractors in the totals

    • Only this employee: select the employee from the pull-down list

    • Only this booth renter/independent contractor: select the booth renter or independent contractor from the pull-down list

  6. If you are networking, you can select to show totals for All Computers or for a specific computer by clicking the Select button in the Computers section. This is useful for businesses that have multiple computers on the business network.

  7. Click the OK button.

  8. The Totals screen will appear.

  9. The Totals screen is divided into five sections:

    • Other: backbar and gift certificate totals.

      1. Backbar: the amount of backbar from closed tickets.

      2. Services - backbar: the amount of services minus backbar from closed tickets.

      3. Gift Cert. Purchased: for reference, the gift certificate purchase cost entries on the Gift Certificates screen are shown. Note that the preferred method of adding a gift certificate is to add it to a ticket and not add it directly using the Gift Certificates screen.

    • Summary: summary of financial totals and returns.

      1. Products: amount of products sold.

      2. Services: amount of services sold.

      3. Memberships: amount of memberships sold.

      4. Total Tax: total sales tax collected. Some states, cities, and countries have multiple sales taxes. You can enter up to three different taxes for products and three different taxes for services.

      5. Product Returns: amount of product refunds.

      6. Service Returns: amount of service refunds.

      7. Withheld Tips: amount of withheld tips collected.

      8. Settled Tips: amount of settled tips given to employees.

      9. Credit Added: if a client was credited, the amount of credit will appear in this field.

      10. Credit Used: this is credit that a client used on a ticket. The amount of credit given will appear in this field.

      11. Gift Certs Purchased: amount in gift certificates purchased (from tickets).

      12. Gift Certs Redeemed: amount in gift certificates redeemed (from tickets).

      13. Petty Cash In: amount of petty cash put in the drawer.

      14. Petty Cash Out: amount of petty cash taken out.

      15. Loyalty Points Rewards: amount of loyalty points rewards given.

      16. Coupons Redeemed: total amount of coupon discounts redeemed.

      17. Total: grand total of all sales and returns for the date range selected.

    • Payment and Change: summary of payments received and change given.

      1. Name: Type of tender used on the transaction, i.e. Cash, Check, Visa, etc.

      2. In: the total amount of the tender type taken in as a payment.

      3. Out: the total amount of the tender type given out as change.

      4. Net: net profit from each tender type. Net is equal to Amount In minus Amount Out.

    • Tax(es): amount of sales tax charged.

      1. All applicable sales tax(es) on products and services are displayed in the Tax(es) section. Products and services can have up to three separate taxes applied to each. Each tax will be listed individually with the amount that was taken.

    • Employee(s) and/or booth renter(s)/independent contractor(s): totals by employee(s) and/or booth renter(s)/independent contractor(s).

      1. ID: the employee or booth renter/independent contractor ID.

      2. Name: the employee or booth renter/independent contractor name.

      3. Products: amount of products sold by the employee or booth renter/independent contractor.

      4. Services: amount of services sold by the employee or booth renter/independent contractor.

      5. Returns: amount of returns performed by the employee or booth renter/independent contractor<.

      6. Backbar: amount of backbar used by the employee or booth renter/independent contractor.

      7. Total: amount of services sold plus products sold minus the returns and backbar.

      8. # of Tickets: number of tickets closed by the employee or booth renter/independent contractor.

    • Click or double-click on most every entry in the Totals display to view the information associated with that calculation.

Changing the Date Selection
You can change the date easily from the Sales Total and Sales Tax Report screen.

  1. Click the Change Date button.

  2. The Sales Totals and Taxes screen will appear.

  3. Make the appropriate date(s) selection.

  4. Click OK.

  5. The Totals and Sales Tax screen will appear with the new date or date range.

Copy Employee Information
You can copy employee and booth renter totals quickly. This copy can be easily pasted into a word processor or spreadsheet program.

  • Click the Copy Employee Info button.

  • The Copy Completed notification will appear stating: "The information has been copied to the clipboard."

  • Click OK to proceed.

  • Paste the employee information to a word processor or a spreadsheet program by hitting Ctrl+V on your keyboard.

Printing the Sales Total and Sales Tax Report
There are four options for printing the report.

  1. Print All Information: prints the entire report will all details.

    1. Click the Print All Information button on the Totals screen.

    2. The Printing Options screen will appear.

    3. Verify the settings and click Print.

  2. Print to Receipt Printer: print the totals formatted to standard receipt paper size.

    1. Click the Print to Receipt Printer button.

    2. The Printing Options screen will appear.

    3. Verify the settings and click Print.

  3. Print Employee Table: only print the details from the Employee(s) and/or Booth Renter(s)/Independent Contractor(s) table as it appears.

    1. Click the Print Employee Table button.

    2. The Printing Options screen will appear.

    3. Verify the settings and click Print.

  4. Print Summary Stubs: print the Employee(s) and/or Booth Renter(s)/Independent Contractor(s) table broken up by each individual employee.

    1. Click the Print Summary Stubs button.

    2. Select how many employees to print per page.

    3. The Printing Options screen will appear.

    4. Verify the settings and click Print.

Business Performance Report
The Business Performance Report provides various metrics measured against goals to show a business' performance.

  1. Select Business Performance Report from the Reports pull-down menu.

  2. The Select Date screen will appear.

  3. Select the desired date.

  4. Click OK.

  5. The Business Performance Report will appear.

  6. Business goals can be set from this report to measure the business performance.

  7. Click Edit Goals.

  8. The Modify Business Performance Goals screen will appear.

  9. Enter each performance goal for your business.

  10. Click Save to return to the Business Performance Report.

Business Growth Report
The Business Growth Report provides a comparison of the business' performance between two different time ranges to measure how well the business is growing, i.e. this past January to the January from the year before. This report will only make sense if the two date ranges are of the same length. When comparing month-to-month, a 31-day month will tend to appear "better" than a 30-day month simply because there is an extra day. However, when one January is compared to another January, the months will show clear differences. However, holidays and the days that they fall during the week and inclement weather will not be accounted for in totals.

  1. Select Business Growth Report from the Reports pull-down menu.

  2. The Business Growth Report screen will appear.

  3. Enter the following information:

    • First date range: the older of the two date ranges to compare

    • Second date range: the more recent of the two date ranges to compare

    • Employees: the employees to include in the report

      • Employees: All (grouped by employee name): include all employees

      • Employees: Only employees listed on the Employees screen (group by employee ID): include only current employees

      • Only this employee: select the employee from the pull-down list

      • Only this booth renter/independent contractor: select the booth renter from the pull-down list

  4. Click OK.

  5. The Business Growth Report will appear.

Client Retention Report
The Client Retention Report allows you to review the percent of new clients that return to your business for repeat services. Return rates are listed for each employee; the average return rate represents your business' overall return rate.

  1. Select Client Retention Report from the Reports pull-down menu.

  2. The Find Percent Retained screen will appear.

  3. Select the appropriate Date Range.

  4. Click Next.

  5. Select how many times the client must have returned to qualify as retained, i.e. 2 times.

  6. Click Next.

  7. Select the past number of days the client has to have returned to qualify as retained, i.e. 90 days. This includes the number of times that a client has returned, i.e. the client would be considered a returning customer if they have returned 2 times in the past 90 days since the initial visit.

  8. Click Finish.

  9. The Percent Retained Report will appear.

Employee Performance Report
The Employee Performance Report provides performance information regarding a specified employee.

  1. Select Employee Performance Report from the Reports pull-down menu.

  2. The Options screen will appear.

  3. Select the Date Range for which to run the report.

  4. Select the Employee from the pull-down list.

  5. Click OK.

  6. The Employee Performance Summary will appear.

Profit & Loss Report
The Profit and Loss Report provides the comprehensive tools for analyzing the income, expense, and net profit of your business.

  1. Select Profit and Loss Report from the Reports pull-down menu.

  2. The Profit and Loss screen will appear.

  3. Select the Date Range.

  4. As desired, check or uncheck the Include sales transactions box. This box should be checked if you do not record sales deposits in the General Ledger. If you do record sales deposits in the General Ledger, then these ledger entries will represent your business' income.

  5. Select how payroll will be included:

    • General Ledger entries: if you utilize a payroll account in your general ledger

    • Saved payroll calculations: if you only use payroll calculations and don't include payroll in your general ledger

    • Don't include payroll: if you do not want to include payroll in your Profit and Loss Report

  6. In the General Ledger section, use the Include column to check or uncheck the general ledger entries that you would like to include. Usually General Ledger entries include utility payments and other business expenses, so we recommend including these.

  7. Click OK.

  8. The Profit and Loss Report will appear.

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Backbar is accounted for in your General Ledger when you order products. Products contained on tickets with Backbar are not an additional expense because the wholesale cost of these products should already have been accounted for.
The amount of detail shown on the report can be changed automatically or manually depending on needs. To manually change the amount of detail displayed under each heading, click the + or - symbols next to each heading name. To automatically change the amount of detail displayed, select one of the four levels from
the Detail pull-down menu. Level 4 has the greatest amount of detail and Level 1 has the least.
You can print, copy, or save the Profit and Loss Report. If you select to copy the report by selecting Copy from the File pull-down menu, the information is copied to the clipboard. Next, you can open a spreadsheet and paste the information by hitting Ctrl+V on the keyboard. If you selected Save As, you can save the information as a .txt file that can be opened in a spreadsheet.

Product Sales Statistics Report
The Product Sales Statistics Report will help you to analyze your product sales and profit statistics, and it will help to determine relative product profitability.

  1. Select Product Sales Statistics from the Reports pull-down menu.

  2. The Options screen will appear.

  3. Select the Date Range for which to calculate statistics.

  4. Click OK.

  5. The Product Sales Statistics will appear.

Service Sales Statistics Report
The Service Sales Statistics Report will calculate your business' service statistics to show the quantity of services sold and the net profit for each service. This allows you to see which services are the most and least profitable for your business.

  1. Select Service Sales Statistics from the Reports pull-down menu.

  2. The Options screen will appear.

  3. Select the Date Range for which to calculate statistics.

  4. Click OK.

  5. The Service Sales Statistics will appear.

Top Spending Clients Report
The Top Spending Clients Report allows you to review your business' highest spending clients. The top clients are listed vertically in the Top Clients table in descending order for purchase totals and listed in categories for overall business and employee sales.

  1. Select More Reports from the Reports pull-down menu.

  2. Select Top Spending Clients from the Clients menu.

  3. The Top Clients screen will appear.

  4. Select the appropriate dates for which to run the report.

  5. Select the number of clients to view on the report, i.e. the top 10 spending clients, etc.

  6. Select which employees you would like to see on the report. The entire business is the first item on the employee list. Keeping this entry checked will show the top clients for your entire business overall.

  7. Click OK.

  8. The Top Spending Clients Report will appear.

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