Printing Standard Sales Reports

The Period Comparison Sales Report compares sales dollars, sales margins and gross profit percentages for any two business periods you specify. It also compares the number of invoices and average invoice amounts for both periods.

 

Before printing the report, verify that your sales journals are set up correctly. To learn more, see In the (LGA) Screen. You should also rename the files as part of your month-end procedures. See Month-End Sales Journal Procedures.

  1. In the (UR) screen, select the [G] Additional Sales Reports function.

  2. The (URG) Sales Journal Selection screen opens. In the Report field, type D.

  3. In the Loc field, press Tab to accept the default location, or specify a different location.

  4. In the Printer field, enter the name of the printer to use.

  5. In the Copies field, enter the number of copies to print.

  6. Use the Recs field to limit the report to a specified number of records. All records within the limits you set are sorted first. Any records above the number you specify in the Recs field are excluded from the report.

    Enter the number of records to include on the report. To include all the records in the database that match your limits, tab through this field.

  7. Use the Totals Only field to omit or include report detail. Type Y omit report detail and print totals only. Type N to include report detail along with totals.

  8. In the 1st Period field, press Tab to accept the default business periods or specify the business periods to which to limit the report.

  9. In the 2nd Period field, specify the business periods with which to compare the first period.

  10. Use the Cost Type For Report field to specify which cost prints on the report.

  11. To print the manufacturer’s cost, type M. It is the current cost to buy the item from your manufacturer. This cost is displayed in the Direct Buy/Cost boxes in the Item Master tab. If no manufacturer’s cost is specified for an item, the cost defaults to the wholesaler’s cost. If a manufacturer’s record exists for an item but has no cost, the report prints a zero cost.

  12. To print the wholesaler’s cost, type W. It is the current cost to buy the item from your wholesaler. This cost is displayed in the Primary (Whl.)/Cost boxes in the Item Master tab. If no wholesaler’s cost is specified for an item, the cost defaults to the average or actual cost. If a wholesaler’s record exists for an item but has no cost, the report prints a zero cost.

  13. To print the average or actual cost, type A. It is the one listed in the Purchasing/Cost boxes in the Item Master tab at the time of the order. It also can be the cost from a received purchase order. Both of these costs are in the file JOUR-S. If you have accurate on-hand inventory, this is your true cost.

  14. To print the pricing cost, type P. It is the cost in file JOUR-S that is assigned to the customer in order entry when an item is sold. If a pricing cost does not exist for an item, the cost default to the average or actual cost.

  1. In the Journal Name field, enter the name of the journal from which to gather information for the report. For example, to use sales information from a prior year, you might enter JOUR-S01.

  2. In the Volume field, enter the volume serial where the journal is stored.

  3. In the Journal fields, select the journals to include. These fields default to the sales journals set up in the (LGA) screen. Tab to the journals to include and mark them with an X. When you finish selecting journals, press Enter.

  4. Use the Sort 1, 2, 3, 4 and 5 fields in the (URG1) screen to specify the order in which information prints on the report.

    You can specify up to five different sorts. You can sort by:
     

Code

Description

1

Customer Salesman

2

Customer Name

3

Customer Number

4

Customer Status

5

Customer SIC Code

6

Item Number

7

Item Company

8

Item Classe

9

Item Department

10

Item SIC code

11

Frequency

12

Quantity

13

Gross Profit %

14

Sales Dollars

15

Contract

16

Invoice

17

Margin Dollars

 

  1. In the Total field, type Y to print a subtotal at the end of each sort group. Type N if you do not want to print a subtotal at the end of each sort group.

  2. You can start each sort on a new page. In the Break field, type Y to start a sort group on a new page. Type N to print the report continuously.

  3. Use the A/D field to print in ascending or descending order. Type A for ascending order. Type D for descending order.

  4. In the Salesman # field, you can set salesperson limits for the report. If you do not want to limit the report according to salespersons, tab past these fields and leave them blank. To limit to a range of salespersons, enter the first salesperson number to include on the report in the Salesman # field and the last salesperson number to include on the report in the To # field.

  5. In the Type P/A field, specify which salesperson’s information to include. Type P to include information for the primary salesperson assigned to the customer in the Salesperson 1 box in the Customer Master tab. Type A to include information for the additional salesperson assigned in the Salesperson 2 box.

  6. You can set customer and item limits for the report. You set limits by specifying a range of information. Information falling within the range is included in the report; information outside the range is excluded.

    You can set several limits for a report. However, a record must meet all the limits to be included in the report.

    To limit the report, tab to the fields to use and enter the beginning range in the From field. Enter the ending value in the To field. To limit the report to a single piece of information, enter the same thing in both From and To fields.

    To include all of the applicable information, press Enter. Go to Step 22.

    You can limit by:

  7. Customer number

  8. Status (set in the Status box in the Customer Master tab)

  9. Customer SIC code (set in the Sic box in the Customer Master tab)

  10. Item number

  11. Company (set in the Company box in the Item Master tab)

  12. Stock class (set in the Class box in the Item Master tab)

  13. Department

  14. Item SIC code (set in the SIC Code box in the Item Master tab)

  15. Frequency number

  16. Sales quantity

  17. Gross profit percentage

  18. Margin amount

  19. Sales amount

  20. Contract number

  21. Dates

  22. Invoice number

  23. District number.

  1. Use the Sorts & Limits For Period field to specify to which group of business periods to apply the sorts and limits. To apply the sorts and limits to the business periods in the 1st Period field, type 1. To use the business periods in the 2nd Period field, type 2. The report prints.