Operational Reports in iVendNext

Summary

This article provides an overview of the key reports available in iVendNext. It also shows how to create custom reports and explains how to add, remove, and rearrange columns, apply both predefined and custom filters, and sort the data.

Introduction

iVendNext POS is a powerful point-of-sale system that is equipped with advanced AI, a native ERP, and an inbuilt CRM. This makes it a robust solution for mid to large-sized retailers. The web based application is highly customizable which allows retailers to tailor it to their specific requirements and enhance retail operations.

Role of Daily Reports in iVendNext

Daily reports in iVendNext are essential tools that provide a snapshot of a store's performance for a given day. These reports are used for monitoring and optimizing retail operations and play a crucial role in several key areas of retail management:

1. Inventory Management

Real-time tracking offers immediate visibility into stock levels. This allows retailers to manage inventory efficiently by preventing stockouts and overstocking. In addition to this it tracks stock movements, including receipts, issues, and transfers. This ensures that inventory records are always accurate and up-to-date.

2. Sales Management

Facilitates smooth processing of sales, returns, and exchanges. This significantly enhances the customer experience at the point of sale. In addition to this it generates detailed sales reports. These reports help retailers analyze sales performance and make informed decisions.

3. Customer Relationship Management (CRM)

Allows the creation and management of customer profiles, enabling personalized service and targeted marketing. In addition to this it also supports loyalty programs to reward repeat customers and build long-term relationships.

4. Financial Management

Securely handles various payment methods, including cash, credit cards, and digital payments. In addition to this it provides comprehensive financial reports, aiding in financial planning and analysis.

5. Employee Management

Manages employee shifts and tracks performance, helping optimize workforce management. In addition to this it integrates with payroll systems to streamline employee compensation processes.

6. E-commerce Integration

Integrates with e-commerce platforms. This provides a seamless shopping experience across online and offline channels. In addition to this it also offers a built-in web shop for retailers to manage their online sales effectively.

7. Data Analytics

Provides insightful and real-time dashboards, enabling retailers to make data-driven decisions. In addition to this it allows customization of reports to meet specific business needs and track key performance indicators (KPIs).

Daily Reports in iVendNext

Daily reports provide a snapshot of a store's performance for a given day. These reports can be used for monitoring and optimizing retail operations. Some of the key reports are explained below:

• Sales Report

• Inventory Report

• Tender Collection Report

Sales Report

Sales Reports are detailed records of sales transactions processed through a Point of Sale (POS) system. They capture essential data such as the number of items sold, total revenue, discounts applied, and payment methods used. The primary purpose of Sales Reports is to provide insights into sales performance, help retailers to understand their business's financial health, track trends, and make informed decisions about inventory, staffing, and marketing strategies.

Purpose of Sales Report

The purpose of a Sales Report is summarized below:

1. Performance Monitoring: 

Track daily, weekly, and monthly sales to gauge the store's performance.

2. Trend Analysis: 

Identify sales trends and seasonal patterns to optimize inventory and marketing efforts.

3. Revenue Management: 

Monitor revenue streams and identify top-selling products and categories.

4. Customer Insights: 

Understand customer preferences and buying behaviors to tailor offerings and improve customer satisfaction.

5. Operational Efficiency: 

Evaluate the effectiveness of sales staff and promotional activities.

Types of Sales Reports in iVendNext

iVendNext offers a variety of Sales Reports to help you manage your retail operations effectively. Some of the prominent ones are summarized below:

Sales Analytics Report  

The report offers insights into sales performance over time, highlighting metrics such as total sales, sales by item, sales by customer, and sales by region. It provides a comprehensive view of sales performance by including graphical representations alongside detailed data views.

Sales Order Report

This report lists all sales orders and includes details like order date, customer name, item, quantity, and order status. It tracks open orders and manages the sales pipeline. 

Sales Invoice Report

This report details all sales invoices, including invoice date, customer name, items sold, quantities, and total amount. It is instrumental in monitoring revenue and managing accounts receivable. 

Item-wise Sales History

This report displays sales data for each item, including the quantities sold and total sales value. It aids in analyzing product performance. 

Item-wise Sales Register

This report showcases sales data for each item, detailing quantities sold and total sales value. It helps you understand which products are performing well and which ones are not. 

Sales Person-wise Transaction Summary

This report tracks the sales performance of individual sales staff, helping to identify top performers and areas that need improvement.

These reports are highly customizable, allowing retailers to filter data, group by different fields, and export to various formats like Excel or PDF, providing valuable insights to optimize sales strategies and improve overall business performance.

Steps to Generate Sales Report

The steps to generate Sales Report are summarised below:

1. Log in to iVendNext POS: 

Access your iVendNext POS system with your credentials.

2. Navigate to Reports: 

Go to the main menu. Use "Sales Report" as the keyword and perform a Global Search using the Awesome Bar.  

3. Select Tender Collection Report: 

In the search result, find and select "Sales Report" from the list of available reports.

4. Set Date Range: 

Choose the date range for which you want to generate the report. This can be a single day, a week, or any custom period.

5. Apply Filters:

Apply any necessary filters, such as specific stores, pos, cashier, or tender types, to narrow down the report to the relevant data.

6. Generate Report: 

Click on the "Generate" or "Run Report" button to create the report.

7. Review and Export: 

Once the report is generated, review the data. You can also export the report to various formats like Excel or PDF for further analysis or record-keeping.

These steps will help you quickly generate a Sales Report in iVendNext, providing valuable insights into your sales performance and aiding in data-driven decision-making.  

Inventory Report

Daily Inventory Reports offer real-time visibility into stock levels and track stock movements, including receipts, issues, and transfers. These reports are crucial for managing inventory efficiently, preventing stockouts or overstocking, and ensuring accurate inventory records.

Purpose of Inventory Report

The purpose of an Inventory Report in iVendNext is to provide detailed insights into the status and movements of inventory within the organization. These reports are essential for several reasons: 

1. Inventory Management:   

They help maintain optimal stock levels by offering real-time visibility into stock quantities, preventing stockouts and overstocking. 

2. Financial Planning:

Inventory reports provide insights into the value of inventory on hand, which aids in financial planning and budgeting. 

3. Performance Analysis:

These reports analyze product performance, identifying best-sellers and slow-moving items. This information helps in making informed decisions about product assortment and promotions. 

4. Operational Efficiency:

By tracking stock movements and trends, inventory reports streamline operations, reduce waste, and improve overall efficiency. 

5. Quality Control:

Inventory reports assist in managing quality inspections, ensuring that only products meeting quality standards are available for sale. 

Overall, inventory reports in iVendNext are critical tools for effective inventory management, accurate financial planning, and enhanced operational efficiency. They help businesses operate smoothly and make data-driven decisions.

Types of Inventory Reports in iVendNext

iVendNext offers a variety of Inventory Reports to help you manage your retail operations effectively. Some of the prominent ones are summarized below:

1. Stock Ledger Report

This report provides a detailed record of all stock transactions, including receipts, issues, and transfers. This report helps you track the inflow and outflow of inventory across different warehouses.

2. Stock Balance Report

This report shows the current stock levels of items in various warehouses and  helps you check the availability of items and manage stock levels.

3. Stock Projected Quantity Report

This report displays the projected stock levels, considering current stock, planned purchases, and sales orders and helps you plan and ensure that stock levels meet future demand.

 4. Stock Ageing Report

This report analyzes the age of stock items to identify slow-moving or obsolete inventory and helps you manage inventory and reduce holding costs.

5. Stock Reconciliation Report

This report compares physical stock counts with system records to identify discrepancies and ensures accuracy in inventory records and helps in periodic stock audits.

6. Stock Valuation Report

This report provides the valuation of stock based on different costing methods like FIFO, LIFO, or Moving Average. This report is important for financial reporting and inventory valuation.

7. Item-wise Sales History Report

This report shows the sales history of individual items over a specified period and helps you analyze sales trends and make informed purchasing decisions.

These reports are highly customizable, allowing retailers to filter data, group by different fields, and export to various formats like Excel or PDF, providing valuable insights to optimize sales strategies and improve overall business performance.

Steps to Generate Inventory Report

The steps to generate Inventory Report are summarised below:

1. Log in to iVendNext POS: 

Access your iVendNext POS system with your credentials.

2. Navigate to Reports: 

Go to the main menu. Use "Inventory Report" as the keyword and perform a Global Search using the Awesome Bar.  

3. Select Tender Collection Report: 

In the search result, find and select "Inventory Report" from the list of available reports.

4. Set Date Range: 

Choose the date range for which you want to generate the report. This can be a single day, a week, or any custom period.

5. Apply Filters:

Apply any necessary filters, such as specific stores, pos, cashier, or tender types, to narrow down the report to the relevant data.

6. Generate Report: 

Click on the "Generate" or "Run Report" button to create the report.

7. Review and Export: 

Once the report is generated, review the data. You can also export the report to various formats like Excel or PDF for further analysis or record-keeping.

These steps will help you quickly generate an Inventory Report in iVendNext, providing valuable insights into inventory management, accurate financial planning, and enhanced operational efficiency.

Tender Collection Report

Daily Tender Collection Reports detail the breakdown of payments received through various methods, such as cash, credit cards, and digital payments. These reports help in reconciling daily transactions, ensuring financial accuracy, and identifying any discrepancies or potential fraud.

Purpose of Tender Collection Report

The Tender Collection Report in iVendNext provides a comprehensive overview of all payment methods used in transactions over a specific period, typically daily. This report is vital for several reasons: 

1. Financial Reconciliation:

It assists in reconciling the total amounts collected via various payment methods, such as cash, credit cards, and digital payments, with recorded sales. This process ensures that all transactions are accurately accounted for and helps identify any discrepancies or errors. 

2. Cash Management:

By detailing the amounts collected from different payment methods, the report facilitates effective cash management. Retailers can track cash flow, manage cash deposits, and ensure sufficient change is available for daily operations. 

3. Fraud Prevention:

Regularly reviewing tender collection reports can help detect and prevent fraudulent activities. Any irregularities or unusual patterns in payment methods can be quickly identified and investigated. 

4. Performance Analysis:

These reports offer insights into customer payment preferences, informing decisions about which payment methods to support or promote. Understanding trends in payment methods can also aid in negotiating better terms with payment processors. 

5. Operational Efficiency:

By providing a clear picture of daily transactions, tender collection reports help streamline end-of-day closing procedures and improve overall operational efficiency. In summary, Tender Collection Reports are essential for maintaining financial accuracy, ensuring effective cash management, and enhancing the security and efficiency of retail operations.

Overall, Tender Collection Reports are essential for maintaining financial accuracy, ensuring efficient cash management, and enhancing the security and efficiency of retail operations.

Types of Tender Collection Report

iVendNext offers a variety of Tender Reports to help you manage your retail operations effectively. Some of the prominent ones are summarized below:

1. Sales by Tender Report

This report shows sales data categorized by different tender types (e.g., cash, credit card, gift card). It helps you understand which payment methods are most frequently used by customers.

2. Tender Summary Report 

This report provides a summary of all tenders collected over a specific period. It includes details like total amounts collected for each tender type, helping in financial reconciliation and analysis.

3. Tender Detail Report

This report offers detailed information on each transaction, including the tender type used, transaction amount, and date. It's useful for auditing and tracking individual transactions.

These reports help in managing and analyzing the different payment methods used in your retail operations, ensuring accurate financial tracking and customer payment preferences.

Steps to Generate Tender Collection Report

The steps to generate Tender Collection Report are summarised below:

1. Log in to iVendNext POS: 

Access your iVendNext POS system with your credentials.

2. Navigate to Reports: 

Go to the main menu. Use "Tender Collection Report" as the keyword and perform a Global Search using the Awesome Bar.  

3. Select Tender Collection Report: 

In the search result, find and select "Tender Collection Report" from the list of available reports.

4. Set Date Range: 

Choose the date range for which you want to generate the report. This can be a single day, a week, or any custom period.

5. Apply Filters:

Apply any necessary filters, such as specific stores, pos, cashier, or tender types, to narrow down the report to the relevant data.

6. Generate Report: 

Click on the "Generate" or "Run Report" button to create the report.

7. Review and Export: 

Once the report is generated, review the data. You can also export the report to various formats like Excel or PDF for further analysis or record-keeping.

These steps will help you quickly generate a Tender Collection Report in iVendNext, providing valuable insights into your payment collections and aiding in financial reconciliation and cash management. 

Adding Reports in iVendNext

Adding a report in iVendNext involves a few straightforward steps. There are multiple ways to add a report in iVendNext. A brief overview on how add reports in iVendNext is given below:

1. Using Report Builder 

The Report Builder is a user-friendly tool that allows you to create custom reports without any coding knowledge.

1. Navigate to Report Builder: 

Go to: Home > Customizations > Reports > Report Builder.

2. Create New Report: 

Click on "New" to start creating a new report.

3. Select Doctype: 

Choose the doctype (e.g., Sales Invoice, Stock Entry) from which you want to pull data.

4. Define Fields: 

Select the fields you want to include in your report by checking the relevant boxes.

5. Set Filters: 

Apply filters to refine the data displayed in your report.

6. Save Report: 

Give your report a meaningful name and save it.

2. Creating Query Reports 

Query Reports are more advanced and require knowledge of SQL.

1. Navigate to Query Report: 

Go to: Home > Customizations > Reports > Query Report.

2. Create New Query Report: 

Click on "New" to create a new query report.

3. Write SQL Query: 

Enter your SQL query to fetch data from the database. Ensure your query is optimized and secure.

4. Set Filters: 

Define any filters you want to apply to the report.

5. Save Report: 

Name your report and save it.

3. Developing Script Reports 

Script Reports are the most advanced and require knowledge of Python.

1. Navigate to Script Report: 

Go to: Home > Customizations > Reports > Script Report.

2. Create New Script Report: 

Click on "New" to create a new script report.

3. Write Python Script: 

Enter your Python script to fetch and manipulate data. This allows for complex logic and calculations.

4. Set Filters: 

Define any filters you want to apply to the report.

5. Save Report: 

Name your report and save it.

4. Adding Reports to Dashboards

Once you have created your reports, you can add them to dashboards for easy access.

1. Navigate to Dashboards: 

Go to: Home > Customizations > Dashboards > Dashboard.

2. Create New Dashboard: 

Click on "New" to create a new dashboard.

3. Add Reports: 

Click on "Add Chart" or "Add Number Card" to include your reports in the dashboard.

4. Arrange Layout: 

Customize the layout by dragging and resizing the elements.

5. Save Dashboard: 

Name your dashboard and save it.

By following these steps, you can create and customize reports in iVendNext to suit your business requirements. 

Customize Your iVendNext Reports

iVendNext allows you to customize reports based on the provided source. Some pointers on how to customize reports in iVendNext are explained below.

Customizing Standard Reports: 

iVendNext has standard reports available in each module such as accounts, buying, and sales.

Creating Custom Reports: 

In addition to the standard reports, you can create custom reports to suit your specific business needs.

Accessing Report Builder: 

To create a custom report, navigate to the list of documents you want to report on (e.g., Sales Invoice list). On the left side, click on "Reports" and then select "Report Builder."

Adding and Removing Columns: 

Within the Report Builder, you can add the columns you need for your report and remove any unnecessary ones. You can also reorder the columns as per your preference.

Adding Columns from Child Tables: 

You can incorporate data from related tables (child tables) into your report. For example, you can add the "Item Name" column from the "Sales Invoice Item" table to your Sales Invoice report.

Applying Report Filters:

You can apply filters on your reports.

Predefined Filters: 

The report builder provides some predefined filters that you can use. For example, you can filter to view only "Submitted" documents.

Manual Filters: 

You can also manually define filters based on the values in specific fields. For instance, you can filter to only show sales invoices with a grand total greater than 1,000.

Sorting: 

You can sort the report based on any of the columns in ascending or descending order.

Showing Totals: 

If your report includes currency fields, you can enable the "Show Totals" option to calculate and display the total value for those fields at the end of the report.

Saving the Report: 

Once you've finished customizing your report, you can save it by going to the menu and clicking on "Save." You can then give your report a name and submit it.

Accessing Saved Reports: 

The saved report will be available in the corresponding module.

Summary

iVendNext is a robust point-of-sale system designed for mid to large-sized retailers. The platform offers a range of reports including Sales Reports, Inventory Reports, and Tender Collection Reports. Each report type provides valuable insights into different aspects of retail operations. For example, Sales Reports track sales performance and trends, while Inventory Reports monitor stock levels and turnover. Tender Collection Reports track payment methods and collections. iVendNext allows users to customize these reports, enabling them to tailor the information to their specific needs.