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Financial reports: what each one shows

Every report under Reports > Financial, one entry each: what it answers, the date it filters on, its filters and the things that trip people up.

The Reports > Financial group answers money questions: who owes you and how long they take to pay (Aging, Average Payment Days, Collections), what you invoiced and received (Invoices, Transaction History, Remote Receipts), what sold and to whom (the Sales by reports), what you spent on supplies and labor (Purchase Orders, Material Cost, Employee Timecards, Work Log) and the tax you collected (Sales Tax). Most of them filter on the Charge Date, the day an invoice reached the charge status of the customer's payment term, so a sale shows up in the month it was charged, not the month it was ordered.

Applies to: employees with View reports plus the report's own permission (View Aging Report, View Invoices Report, Sales By Customer Report and so on). Customers can hold Invoices and Transaction History and see only their own company. Sales by Attribute, Sales by Product and Sales by Product and Attribute are locked on shops that run project orders only.

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Each report below gets one entry: what it answers, the date it filters on and the range it opens with, its filters, and anything that trips people up. Every one of them can be sorted by clicking a column header, and most can be exported; the shared material (permissions, the two versions, remembered filters, exporting) is in Guide: Reports in Allmoxy and Export a report to CSV or PDF. Where the new and previous versions differ, the entry says which is which.

Who owes you: Aging, Average Payment Days, Collections

Aging. Who owes you and how old the debt is, one row per company: Current, 1 to 30, 31 to 60, 61 to 90, 91+ days, and Total (the open balance, invoice totals minus payments), with totals at the foot and a stacked bar chart. It is a snapshot of today in the previous version; the new version lets you pick an "as of" date. Ages run from each invoice's charge date, and each customer's payment term grace days shift its buckets, so two customers with the same invoice date can sit in different columns. Filters: company name and company tags. It leaves out inactive companies, void invoices, and orders at Bid, Void or On Hold. The CSV adds the company number.

Average Payment Days. How fast each customer pays: the average number of days from the charge date to the final payment, with the total invoice amount considered. Dated by Charge Date; opens on the last month. Only order invoices with at least one payment are counted, so an invoice nobody has paid yet is left out entirely; a partly paid invoice counts its age to today and keeps growing until it is paid off.

Collections. The worklist for chasing accounts, one row per active customer: year-to-date sales, Last 30 Total, Credit Limit, Amount Owed (the all-time open balance), 60+ (overdue more than 60 days), Total Paid 90+ Days Past Due (a lifetime count of payments that arrived over 90 days late, a habit indicator rather than a balance), Last Paid Amount and Last Paid Date. There is no date range; filter by company name (the new version adds credit-limit and tag filters). It is in the Reports menu but not in the previous version's side list of reports.

What you invoiced and received: Invoices, Transaction History, Remote Receipts

Invoices. Every invoice in your shop: number, company, type, name, date (the column says Ordered Date; it is the invoice date), total and amount paid, with a B2B supplier column. Dated by invoice date; opens on the last 31 days. Filters: invoice number or name, company, date range, B2B supplier, and the invoice types: Orders, Credit Memos, Finance Charges, CC Fees and Other Charges. In the previous version the Orders box starts unticked, so order invoices are hidden until you tick it; that is the usual reason the report looks short. Void invoices are never shown. Customers can open this report and see only their own company's invoices. The new version adds invoice date, charge date, ship date, subtotal, tax, shipping and status columns, and a Bounced Payment type.

Transaction History. Every payment and credit memo, by company: the date, company, payment type, amount, a receipt link, and an Undo button for a payment recorded by mistake (people with Manage Financial Settings only, and only on a payment that hasn't been undone or bounced). Each row expands to the invoices the payment covered, and a total sits at the foot (undone payments are left out of it). Dated by Transaction Date; opens on the last 31 days. Filters: date range, company, amount (matches any amount containing the digits you type), payment method (check, credit card, credit memo, manual check, manual credit card, manual credit memo, manual cash, manual EFT, other) and Include Undone Transactions (on to start). The CSV has one row per payment and invoice pair, so a payment that touched two invoices is two rows. Customers see only their own company. The report is hidden when payments are turned off for the shop.

Remote Receipts. What you have paid a B2B supplier: the supplier's receipt records for your company, read live from the supplier's Allmoxy. Pick the supplier (a company linked to another Allmoxy shop); in the previous version nothing shows until you do. Dated by Transaction Date; opens on the last month. Columns: receipt ID, date and amount. If you are not reselling another shop's products, this report has nothing to show.

What sold and to whom: the Sales by reports

All five are dated by Charge Date and open on the last month, except where noted.

Sales by Customer. Which customers ordered most and in which months. Columns are calendar months with a change column between them, then a total; each row is a company. In the previous version it opens on the last month; the new version opens on the last 18 months. Filters: date range, ship-to state, company name, invoice types (Credit Memos, Finance Charges, CC Fees, Orders, Other Charges and Bounced Payments, all on to start; untick all but Orders for product sales alone, and note that voided invoices never count), company tags, and whether to use the invoice total or the pre-tax subtotal. The CSV adds the customer number.

Sales by Product. How much of your sales comes from each product (and each sellable supply): Item Qty, % Of Items and Sales, with totals at the foot; expand a row to see the orders behind it. Filters: date range, company, ship-to state, export class, B2B supplier, and company, order and product tags (a product tag filter leaves supplies out). The CSV has one row per order.

Sales by Attribute. How much of your sales comes from each option of one attribute, for example how much comes from Maple in your Wood Type attribute: Attribute Option, Item Qty, % Of Items and Sales, with a total at the foot for percent and dollars. Pick the attribute first. Filters: date range, company, state, export class, and company and order tags. Locked on project-only shops.

Sales by Product and Attribute. The two together: for each product, how much came from each option of one attribute (for example, how much of each product was Maple in your Wood Type attribute), with a total under each product and a grand total at the foot. % Of Items is the share within that product, not of all sales. Pick the attribute first. Filters: date range, company, state, and company, order and product tags. Locked on project-only shops.

Sales by Export Class. How much of your sales comes from each export class, broken down by customer: Export Class, Customer Name, Supplier, Total $, Average $, Total # (pieces) and Average #, with totals under each class. The averages are per day of the date range, and the previous version opens on today only, so widen the range before you read them. Export class is set on the product at Settings > E-commerce > Products; labor and overhead from itemized orders show under Undefined. Filters: date range, ship-to state, export class, B2B supplier.

What you spent: Purchase Orders, Material Cost, Employee Timecards, Work Log

Purchase Orders. Every purchase order line you sent to a vendor: PO number, ordered date, vendor, item, piece size, quantity ordered and the line price, with totals at the foot. Dated by the day the purchase order was submitted; opens on the last month. Filters: date range, PO number, item name and vendor.

Material Cost by Customer and Material Cost by Product. Which customers, or which products, give you the highest and lowest margin on materials. Each row shows Total Sales, Total Materials and Margin %, which is sales minus materials, divided by sales. Dated by Charge Date (the date filter is labeled Ship Date); opens on the previous month. Filter by date, company and order status (every status but Void). The two count materials differently, so don't expect them to match. By Customer takes the invoice subtotals and the supplies checked out on those orders, at cost, so it needs inventory checkout to have material figures, and it counts voided invoices. By Product takes the material cost worked out when each product was priced, leaves voided invoices out, and adds rows for the labor, overhead, supplies and other costs on itemized orders under the class None, at 100% margin. Use by Customer for what you spent and by Product for what you priced.

Employee Timecards. Hours, wage rate and pay for every employee clocking in and out, for payroll: Employee, Total Hours Worked, Current Wage Rate (the weekly salary when one is set, otherwise the hourly rate) and Pay Received, with totals at the foot. Click a row, or tick Expand Extra Data, to see each clock-in and clock-out with its time, IP address, hours and comment; the CSV is one row per punch. Dated by Time Tracked; opens on the last 31 days. Filter by contact tags. Editing a punch and running payroll: Manage time cards and the payroll report.

Work Log. A newer companion to Employee Timecards, in the new version only (it is in the menu as Work Log Report and needs the new reports), with the same permission and an "on the clock" view of who is clocked in now.

What you collected: Sales Tax

Sales Tax. The tax on every invoice line, for filing: export class, tax code, the taxable amount and tax per line, the location the tax was worked out for, the total rate, and the rate and amount per jurisdiction (state, county, city and so on), about 29 columns in all. It covers products, supplies, shipping, other charges, finance charges, bounced payments and B2B lines. Dated by the invoice's charge date (the column headed Ship Date holds the charge date); opens on the last month. Pick at least one state or tax code first: nothing shows until you do. Then narrow by Taxable or Non-Taxable, and by city or county (the totals update as you type). This report can be slow with many codes and a long range. The PDF prints landscape and the CSV ends with a TOTAL row.

Things to know

  • Charge Date rules the money reports. A sale lands in the month its invoice was charged under the customer's payment term, not the month it was ordered or shipped.
  • Invoices hides orders until you tick Orders (previous version). Aging and Collections leave out inactive companies.
  • Average Payment Days ignores invoices nobody has paid yet. Use Aging for those.
  • Sales by Export Class opens on today and its averages are per day. Widen the range.
  • The two Material Cost reports don't match each other. By Customer counts supplies used and voided invoices; by Product counts the priced material cost, leaves voids out and adds itemized-order cost rows.
  • Remote Receipts is for B2B resellers. It reads your supplier's receipts live.
  • Undo on Transaction History needs Manage Financial Settings. The row stays, marked Undone, and the payment can be recorded again.

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