Financial Report
The Financial Report (Revenue & Spending) provides a comprehensive analysis of your business's financial health by comparing revenue from sales against spending on purchase orders. This report helps you understand profitability trends, identify top-performing products, and analyze vendor spending.
Accessing Financial Reports
Navigate to Reports → Financial from the main navigation. The report defaults to showing today's financial data.
Location Filtering
For businesses with multiple locations:
- All Locations: View combined financial data across all locations
- Specific Location: Analyze revenue and spending for a single location
This enables location-level profitability analysis.
Filters
The filter panel provides several options:
- Date Range: Select start and end dates for analysis
- Product Filter: Filter by specific products (optional)
- Vendor Filter: Filter by specific vendors (optional)
- Generate PDF: Export the financial report as a PDF
- Download Excel: Export comprehensive data as an Excel workbook
- Refresh: Reload the report data
Revenue & Spending Overview
This section provides the big picture of your financial position:
Summary Cards
The overview displays key financial metrics:
- Total Revenue: Sum of all order values (excluding quotes)
- Total Spending: Sum of paid purchase order values
- Net Position: Revenue minus Spending (your gross profit)
- Profit Margin: Net Position as a percentage of Revenue
Paid vs Unpaid Purchase Orders
The report distinguishes between:
- Paid Spending: Purchase orders that have been marked as paid
- Unpaid Spending: Outstanding purchase order amounts
This helps you understand both actual cash outflow and committed obligations.
Revenue Details
Revenue Summary
Detailed breakdown of your revenue:
- Total Orders: Number of orders (excluding quotes)
- Total Revenue: Combined order value
- Average Order Value: Revenue divided by number of orders
- Transactions Received: Total payments collected
Top Products by Revenue
A table showing your best-performing products:
| Column | Description |
|---|---|
| Product Name | The product |
| Units Sold | Total quantity sold |
| Revenue | Total revenue generated |
| Average Selling Price | Revenue ÷ Units Sold |
Products are sorted by revenue in descending order.
Purchase Order Spending
Spending Summary
Overview of your purchasing activity:
- Total Purchase Orders: Number of POs in the period
- Total PO Value: Combined value of all purchase orders
- Paid Amount: Amount actually paid
- Unpaid Amount: Outstanding PO balance
Purchase Order Status Breakdown
Visual breakdown of POs by status:
- Draft/Unsent/Sent: Pending orders
- Partially Received: Orders with some items received
- Fully Received: Completed orders
- Closed: Finalized orders
- Cancelled: Cancelled orders
Top Vendors by Spending
A table showing your primary vendors:
| Column | Description |
|---|---|
| Vendor Name | The vendor |
| Total Purchases | Combined purchase value |
| Paid Amount | Amount paid to this vendor |
| Unpaid Amount | Outstanding balance |
| Order Count | Number of POs |
| Average Order Value | Total ÷ Order Count |
Profitability Trends
An interactive chart showing daily trends:
- Revenue Line: Daily order revenue
- Spending Line: Daily purchase order spending
- Net Position Line: Daily profit/loss
This helps you identify:
- Seasonal patterns
- Profitability fluctuations
- Days with unusual activity
Export Options
PDF Report
Generate a formatted PDF containing:
- Summary statistics
- Revenue and spending breakdown
- Top products and vendors
- Trend charts
Excel Export
Download a comprehensive Excel workbook with multiple sheets:
| Sheet | Contents |
|---|---|
| Revenue & Spending Summary | High-level totals and margins |
| Top Products by Revenue | Product performance data |
| Vendor Spending | Vendor analysis data |
| Daily Trends | Day-by-day breakdown |
| Purchase Order Status | Status distribution |
Understanding Financial Metrics
Profit Margin Calculation
Profit Margin = (Total Revenue - Total Spending) / Total Revenue × 100Net Position
Net Position = Total Revenue - Paid SpendingThis represents your actual profit based on cash that has flowed in (revenue) versus cash that has flowed out (paid POs).
Revenue vs Spending Ratio
A healthy business typically maintains:
- Revenue consistently higher than spending
- Positive net position over time
- Stable or improving profit margins
Tips for Using Financial Reports
- Regular Review: Check financial reports weekly to catch trends early
- Compare Periods: Use date filters to compare month-over-month or year-over-year
- Vendor Optimization: Identify high-spend vendors and negotiate better terms
- Product Profitability: Cross-reference top products with vendor costs to understand true margins
- Cash Flow Planning: Monitor unpaid PO amounts to plan for upcoming payments
- Seasonal Analysis: Use longer date ranges to identify seasonal patterns
- Location Comparison: If using multiple locations, compare profitability across sites