Printing Standard Sales Reports

The Sales Analysis Full Report provides a complete analysis of your sales, including detailed sales and gross profit information. Essentially, this is how much profit you make in each inventory department.

The Full Sales Analysis has four parts:

Note: Each part of this report is sorted differently. Sorts for this report cannot be changed. There are no default limits for any part of this report.

Analysis by Salesperson

This part of the Full Sales Analysis is sorted by salesperson. Information for each salesperson begins on a new page and includes the following:

Each customer to whom the salesperson has sold is listed. Under each customer’s name, the report lists each sale (invoice) the salesperson made to the customer. The following information is given for each sale:

Note:  On this report, item departments are listed by the general ledger minor account number to which they correspond. For example, department A is listed as 11, B is listed as 12, and so forth. For more information, see About Item Departments.

The report then gives the following monthly totals, which only reflect sales made to the customer by this salesperson:

The figures to the right of these totals reflect all sales made to this customer. They give year-to-date sales, gross profit margin dollars, and gross profit percentage, which come from the file C-AUX.

 

The report breaks down each salesperson’s sales for the month by item department, and shows the following for each item department:

To the right of these departmental figures, the salesperson’s totals for this month and for the year-to-date print. They include sales, gross profit margin dollars, and gross profit percentage. The salesperson’s year-to-date totals come from the S-HISTORY file; they can be viewed in the Salesperson Master tab.

 

Company Totals by Department

This part of the Full Sales Analysis Report gives departmental sales totals for the company and lists the following information for each item department:

Monthly and year-to-date totals print to the right of the departmental information. They include sales, gross profit margin dollars, and gross profit percentage. These totals come from the S-HISTORY file.

 

Departmental Recap by Location

This part of the Full Sales Analysis Report gives departmental sales information for each salesperson at a given location and for the entire location.

 

The report lists salespersons for each location and breaks down total sales for each salesperson by department. It also displays the following information for each department:

Monthly and year-to-date totals for each salesperson print to the right of the departmental information. They include sales, gross profit margin dollars, and gross profit percentage. The salesperson’s year-to-date totals come from the S-HISTORY file; they can be viewed in the Salesperson Master tab.

 

The report displays sales figures for the entire location by department. They include the following:

To the right of these departmental figures, the location’s totals for this month and for the year-to-date print. They include sales, gross profit margin dollars, and gross profit percentage. The location’s year-to-date totals come from the S-HISTORY file. Departmental sales figures for the entire company then print. For each department, they include sales, gross profit margin dollars, cost, gross profit percentage, and the percentage of the location’s gross profits that the department represents.

 

To the right of these departmental figures, company totals for this month and for the year-to-date print. They include sales, gross profit margin dollars, and gross profit percentage. The company’s year-to-date totals come from the S-HISTORY file.

 

Note:  To print salesperson totals by department, press Enter in the Location field in the print lines.

Departmental Recap by Contract

This part of the Full Sales Analysis Report gives departmental sales information by contract. Monthly sales activity for each contract is broken down by item department. For each department, the following information prints:

Monthly and year-to-date totals for each contract print to the right of the departmental information. They include sales, gross profit margin dollars, and gross profit percentage. The contract’s year-to-date totals come from the S-HISTORY file. Departmental sales figures for the entire company then print. For each department, they include sales, gross profit margin dollars, cost, gross profit percentage, and the percentage of the location’s gross profits that the department represents.

 

To the right of these departmental figures, company totals for the current month and for the year-to-date print. They include sales, gross profit margin dollars, and gross profit percentage. The default sort is by salesperson, customer, and invoice within customer. The company’s year-to-date totals come from the S-HISTORY file.

  1. In the (UR) screen, select the [F] Sales Analysis Full report code.

  2. In the Margins From and To fields, enter a range of normal gross profit percentages. The lower end of this range represents the smallest percentage of profit you can afford to make on a sale. The higher percentage represents a gross profit percentage that is probably not attainable unless you enter incorrect costs.

    For example, if you entered a range of 15% to 75%, the only items appearing on the report would be those with a gross profit percentage of less than 15% and over 75%.

    To see only invoices on which you are losing money, type Ø in the Margins From field. In the To field, enter the smallest profit margin you can afford on an invoice.

    To not limit invoices by profit margins, tab through these fields.

  3. In the Credits field, type Y to include credit returns. Type N to exclude them. To include only credit returns on this report, type O.

  4. In the No Charges field, type Y to include no-charge invoices. To exclude them, type N. To include only no-charge invoices, type O.

  5. In the Inventory Dept Totals By Customer field, you can specify whether to include invoice detail. To omit all invoice detail from the report, type Y. To include all invoice detail, type N.

  6. In the Change JOUR-S To PREV-S field, type Y to change the file name JOUR-S to PREV-S. However, this is not recommended. When you change the file name during month-end procedures, you can use a name that is easier to identify, for example MAY02 or JOUR-MAY.

    To keep the name of the file JOUR-S, type N.

  7. Use the Report Cost field to include cost on the report. To include the profit margin and the gross profit percentage for each line, type Y. To not print profit margin and gross profit percentage for each line, type N.

  8. Use the Cost Type field to specify which cost prints on the report.

  9. 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.

  10. 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.

  11. 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.

  12. 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. Limits define the information included in a report. You set limits by specifying a range of information (account numbers, item numbers and customer names, for example). Information falling within the range is included in the report; information outside the range is excluded. For example, when generating a salesperson report, you can limit the report to only salesperson numbers within a certain range, or even to one specific salesperson number.

    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 10.

Use the Slsm From and To fields to limit by salesperson number.

 

Use the Cust From and To fields to limit by customer number.

 

Use the Invoice From and To fields to limit by assigned invoice numbers and their extensions. If you specify invoice numbers with no extensions, all invoices with the specified number print.

 

Use the Contract From and To fields to limit by contract number.

 

Use the Dates From and To fields to limit by invoice date.

 

Use the District From and To fields to limit by tax district.

 

Use the I Dept From and To fields to limit by inventory department.

 

Use the Class and To fields to limit by inventory stock class. To show only items on which commissions are paid, press Tab in the Class field and type X in the To field.

  1. In the Location field, press Tab to use location 1, or enter another G/L location. Space through the field to include all G/L locations.

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

Note: You must use wide paper or set your printer for compressed print (17 characters per inch) to print this report. To set your printer for compressed print, change the print setting manually. Refer to your printer manual for instructions.

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

  2. In the Totals Only field, specify whether to print the entire report or totals only. To print the entire report, type N.

    To print totals only, type Y. The report includes the following information:

  3. Total sales for each customer

  4. Profit margin

  5. Gross profit percentage

  6. Year-to-date totals for each customer

  7. Salesperson and company totals

  8. Recap by location

  9. Recap by contract.

  1. In the File field, enter the sales journal from which to gather the information for this report.

    To accept the default sales journal, JOUR-S, press Tab.

    To print this report using information from a previous month’s sales journal, enter the name you gave that file during the month-end procedure.

  2. In the Volume field, enter the volume serial of the unit where the file is located. To accept the default volume serial, press Tab. The default volume serial comes from the Sales Jour field in the Volume Serials Record of the (LØ) Global Master Parameters screen. The report prints.

See also:

Month-End Sales Journal Procedures

In the (LØ) Screen