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reports:transactions [2019/10/16 18:21] – [Pivot Table friendly transaction report] Emily Porrello | reports:transactions [2023/02/08 12:59] – [Type of report] Gary Willetts | ||
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- | ===== 11.03. Transaction reports===== | + | ====== 13.03. Transaction reports====== |
Transaction based reports are accessed by choosing the **Report > Transactions...** menu item or by clicking on the Transactions item in the Transactions section on the Reports tab of the Navigator: | Transaction based reports are accessed by choosing the **Report > Transactions...** menu item or by clicking on the Transactions item in the Transactions section on the Reports tab of the Navigator: | ||
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- Select the type of report you want from the //Type of report// list in the top left. | - Select the type of report you want from the //Type of report// list in the top left. | ||
- Select the date range of transactions you want included in the report in the //Date range// section. | - Select the date range of transactions you want included in the report in the //Date range// section. | ||
- | - Select the transaction type you want the report to run over in the // | + | - Select the transaction type you want the report to run over in the // |
- Set any other filters/ | - Set any other filters/ | ||
- | - Click on the OK button to run the report - you can select whether you export it to Excel or print it on the next window that opens (well, mostly - some reports are exported to Excel only so you won't have a choice for them!). | + | - Click on the **OK** button to run the report - you can select whether you export it to Excel or print it in the next window that opens (well, mostly - some reports are exported to Excel only so you won't have a choice for them). |
See below for more in-depth detail on all these steps. | See below for more in-depth detail on all these steps. | ||
==== Standard transaction reports ==== | ==== Standard transaction reports ==== | ||
- | |||
This is the window you will see: | This is the window you will see: | ||
- | {{ : | + | {{ : |
=== Type of report === | === Type of report === | ||
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The following table lists the available report names, and gives brief details of the information provided by each report . | The following table lists the available report names, and gives brief details of the information provided by each report . | ||
+ | |<100% 30em>| | ||
^ Report name ^ What it does ^ Sample ^ | ^ Report name ^ What it does ^ Sample ^ | ||
- | | Each invoice grouped by name | The report will sort each invoice in the date range according to the name (Supplier or Customer) and give totals for each name. |{{ : | + | | Each invoice grouped by name | The report will sort each invoice in the date range according to the name (Supplier or Customer) and give totals for each name. |{{ : |
| Each invoice grouped by date | As above, but totals given for each day. | {{ : | | Each invoice grouped by date | As above, but totals given for each day. | {{ : | ||
- | | Each invoice line by item | Lists each item supplied or received, and the transactions for that item. This report can be very long | {{ : | + | | Each invoice line by item | Lists each batch supplied or received, and the transactions for that item. This report can be very long | {{ : |
+ | | Invoice line with donor | As above, but including the ' | ||
| Each invoice showing profit | The cost and selling price totals for each invoice are displayed. | {{ : | | Each invoice showing profit | The cost and selling price totals for each invoice are displayed. | {{ : | ||
- | | Each invoice line grouped by item department then item | The invoices | + | | Each invoice line grouped by item department then item | The invoice lines are grouped by item department assigned to each item. Each item department is then sorted in alphabetical order. Includes batch information. |
- | | Each invoice line grouped by name | The total value of items received/ | + | | Each invoice line grouped by name | The value of batches |
- | | Each invoice line grouped by item and then name | Invoice lines are all displayed, grouped by item and then, within those groups, by name. | {{ : | + | | Each invoice line grouped by item and then name | Invoice lines are all displayed, grouped by item and then, within those groups, by name. Includes batch information. | {{ : |
| Totals for each item category | The total value for each category will be displayed - each transaction will not be shown. | {{ : | | Totals for each item category | The total value for each category will be displayed - each transaction will not be shown. | {{ : | ||
| Totals for each item | Each item that has been received (or issued) will be shown with the total quantity and value received/ | | Totals for each item | Each item that has been received (or issued) will be shown with the total quantity and value received/ | ||
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| 2 period comparison by item category | User selects two periods, and the transactions for each period form a column. The rows are determined by the item category. This is a special report that has different input options. See entry below. | | | | 2 period comparison by item category | User selects two periods, and the transactions for each period form a column. The rows are determined by the item category. This is a special report that has different input options. See entry below. | | | ||
| Totals for each item broken down by packsize |The packsize for each item and the number of packs issued. | {{ : | | Totals for each item broken down by packsize |The packsize for each item and the number of packs issued. | {{ : | ||
+ | | Prescription and general issues over time | This report shows the quanity of items given to patients and other customers over a period of time, separated by month. It exports to Excel only and has 2 tabs; the //By Item// tab shows which prescribers prescribed what items and the //By Customer// tab shows which items were issued to which customers | {{ : | ||
| Prescriber report | This report allows you to view the total value, mean item value and item count for prescriptions dispensed for each prescriber | {{ : | | Prescriber report | This report allows you to view the total value, mean item value and item count for prescriptions dispensed for each prescriber | {{ : | ||
+ | | Dispensing with patient name and prescriber | This report shows who dispensed what to which patients with which directions | {{ : | ||
+ | | Historic prices - Volume weight average price | This report produces a [[https:// | ||
| Cross tab: items in rows, names in columns, quantity in cells | These reports are like Excel pivot tables. Warning: they can be slow to produce if you have a lot of data. Start with small date ranges until you are comfortable your machine can handle the load. Note that reports that produce a lot of columns won't print well - it is better to export them to a spreadsheet and print from there. | {{ : | | Cross tab: items in rows, names in columns, quantity in cells | These reports are like Excel pivot tables. Warning: they can be slow to produce if you have a lot of data. Start with small date ranges until you are comfortable your machine can handle the load. Note that reports that produce a lot of columns won't print well - it is better to export them to a spreadsheet and print from there. | {{ : | ||
| Cross tab: items in rows, names in columns, value in cells | See above | {{ : | | Cross tab: items in rows, names in columns, value in cells | See above | {{ : | ||
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| Months to expiry | | {{ : | | Months to expiry | | {{ : | ||
| Order processing time | If you are filling out the order written date and order received date for incoming customer orders, then this report will show you how long it is taking for orders to reach the store, and how long it is taking to process orders from receipt to order entry and to order dispatch | | | | Order processing time | If you are filling out the order written date and order received date for incoming customer orders, then this report will show you how long it is taking for orders to reach the store, and how long it is taking to process orders from receipt to order entry and to order dispatch | | | ||
- | | Historic prices | + | | Historic prices - Volume |
=== Transaction type === | === Transaction type === | ||
+ | In the first drop down list, you can choose to report on: | ||
- | You can choose to report on: | + | * **Sales to customers:** customer invoices |
- | + | | |
- | | + | |
- | * Sales to and credits from customers | + | |
- | * Purchases from suppliers | + | |
- | * Purchases from and credits to suppliers | + | |
* **Inventory adjustment - Add stock:** All inventory adjustment transactions that resulted in stock additions (e.g. when you did a stock take of an item and counted more on the shelf than the total shown in mSupply). | * **Inventory adjustment - Add stock:** All inventory adjustment transactions that resulted in stock additions (e.g. when you did a stock take of an item and counted more on the shelf than the total shown in mSupply). | ||
* **Inventory adjustment - Reduce stock:** All inventory adjustment transactions that resulted in stock reductions (e.g. discarding stock due to it being expired). Note that using a report that shows the total for each transaction category can give totals for expired/ | * **Inventory adjustment - Reduce stock:** All inventory adjustment transactions that resulted in stock reductions (e.g. discarding stock due to it being expired). Note that using a report that shows the total for each transaction category can give totals for expired/ | ||
* **Inventory adjustment - Net movement:** Taking into account both reductions and additions, the nett change in inventory due to adjustment transactions. | * **Inventory adjustment - Net movement:** Taking into account both reductions and additions, the nett change in inventory due to adjustment transactions. | ||
+ | * **Customer invoice cancellations: | ||
+ | * **Credits to customers: | ||
+ | * **Payment cancellations: | ||
+ | |||
+ | In the second drop down list, you have the following options: | ||
+ | * **Both normal transactions and stock transfers**: | ||
+ | * **Normal transactions**: | ||
+ | * **Stock transfers**: | ||
+ | |||
+ | A stock transfer is a transaction made when the supplier or customer is another store in your datafile. A normal transaction is when the customer or supplier is a normal customer or supplier in your datafile, and not a store. | ||
=== Date range === | === Date range === | ||
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=== Transaction category filter === | === Transaction category filter === | ||
- | Assuming you have set up transaction categories, your report may be filtered by category. For help setting up Transaction categories click [[other_stuff: | + | Assuming you have set up transaction categories, your report may be filtered by category. For help setting up Transaction categories click see sectrion |
+ | * Transaction source: Options are " | ||
+ | * Transaction category: Use the magnifying glass to choose the transactions categories to be included in the report. Note that you can select more than one category. The types of categories offered in the list will match your selection in the Transaction type section. | ||
+ | * Master transaction category: If you prefer, you can choose to filter by master transaction category instead. Master transaction categories are used to group together transaction categories (so selecting one of these is like selecting multiple categories in the Transaction category filter - it's just more convenient to do it this way if you regularly need to choose several. We love to make things easier for you!). Again, see [[other_stuff: | ||
=== Name filter === | === Name filter === | ||
You can enter a particular customer code or category of transactions to be displayed. | You can enter a particular customer code or category of transactions to be displayed. | ||
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=== Exclude transfers from calculations === | === Exclude transfers from calculations === | ||
This checkbox enables you to choose whether you include [[issuing_goods: | This checkbox enables you to choose whether you include [[issuing_goods: | ||
+ | |||
+ | <WRAP center round info 60%> | ||
+ | Excluding transfers is only really useful if mSupply is being used in your central and regional warehouses (between which ' | ||
+ | </ | ||
+ | |||
=== The 2 period comparison by item category report === | === The 2 period comparison by item category report === | ||
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The report will open in Excel in a form that can then be easily filtered, sorted and manipulated through a Pivot table. | The report will open in Excel in a form that can then be easily filtered, sorted and manipulated through a Pivot table. | ||
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