Figure 12-1

This chapter will familiarize you with the many reports that MicroBiz provides, and how best to use them to your advantage. 

Reports Overview

When generating most reports you will be presented with the "Select Destination" window (see Figure 12-2). This feature allows you to specify the way that you view and/or save the report. It contains the following options:

  • Printer –Choosing this option will send the report directly to the Report Printer, as specified under Management, Customize, Hardware Settings, Printers.
    • If the report to be printed is more than one page long, you will have the option to print all pages or a page range of your choosing.
  • Screen –Instead of printing the report directly, you will be shown a "Print Preview" of the report.
    • You can print the report from the preview window, if desired.
  • File –You can choose this option to save the report to a file.
    • The filename is specified in the text box directly beneath the "File" button.
    • Your report will be saved in the local files directory (commonly C:\BizWin).
  • Printer Setup –Allows you to change the printer for the currently selected report.
    • Changing the printer this way will not affect your Report Printer setting in MicroBiz.
  • Detail/Summary –Some reports will have two versions: a "Detail" and a "Summary."
    • The Summary Report will typically only give you totaled (as opposed to itemized) figures.
  • E-Mail Copy – With this option enabled, MicroBiz will create a copy of the report as an attachment to an outgoing e-mail.
  • Go – Generates the report with the selected settings.
  • Close – Cancels the report and closes this window.

 Figure 12-2

Tax Reports

There are two different tax reports available under the Management, Tax Reports: "Tax Exempt" and "Tax Area."

Tax Exempt

  • This report displays all tax exempt transactions for a given date range. 
    • The "Cust. Tax ID(s)" are stored for each customer record under the Account tab (see Chapter 8 for more details on customer records). 

       Figure 12-3

Tax Area

  • This report is used in conjunction with the Tax by Area feature. 
    • This feature is enabled on the Taxes tab under Management, Customize, Transaction Settings (for each workstation).
    • See Chapter 3 for more details on configuring this feature. 

       Figure 12-4

Sales Reports

There are many different sales reports available to from Reports, Sales; each with their own methods of gathering and grouping the data. The various reports include:

Figure 12-5

  • Employee
  • Department
  • Style
  • Sales Summary
  • Vendor
  • Item
  • Profit Report
  • Sales Journal

 

The order in which the report samples are presented below has been changed to optimize the image sizes for this guide.

Sales Report Samples

The next section will go over the information available in each report, and give you image samples. Wherever possible, the Detail reports (as opposed to Summary) were used.

Employee Report

  • Lists all sales within the date range specified, grouped by Clerk ID.
  • Includes the following fields: 
    • SKU, Description, Revenue, Cost, Quantity, Clerk ID.
    • Displays subtotal by Clerk ID, and grand total for each of the Revenue, Cost and Quantity fields. 

       Figure 12-6 


Department Sales Report

  • Lists all sales within the date range specified, grouped by department.
  • Allows you to filter results by a range of department codes.
  • Includes the following fields: 
    • SKU, Description, Quantity, Revenue, Percent of Revenue, Cost, Margin, Markup, Gross Profit, Department.
    • Displays subtotals by department, and grand total for each of the numeric fields. 

       Figure 12-7 

Style Sales Report

  • Lists all sales within the date range specified, grouped by style.
  • Allows you to filter results by a range of style codes.
  • Includes the following fields: 
    • SKU, Description, Quantity, Revenue, Percent of Revenue, Cost, Margin, Markup, Gross Profit.
    • Displays subtotal by style, and grand total for each of the numeric fields. 

       Figure 12-8 

Sales Summary Report

  • Lists sales totals within the date range specified, grouped by date.
  • Includes the following fields: 
    • Date, Site, Sales, Tax, Tax2, Total, Cost of Goods Sold, Office Payouts, Other Payouts, Number of Receipts, Gross Profits, Gross Profit Percentage.
    • Also includes grand totals for these figures, along with invoice counts and invoice averages. 

      Figure 12-9

Item Sales Report

  • Lists sales, grouped by item.
  • Can be generated for a single SKU by date range or for all SKUs by department.
  • Can also be used to create mailing labels by items purchased within a date range.
  • Single SKU report includes the following fields: 
    • Site, Date, Invoice Number, Customer, Description, Price, Quantity, Discount, Totals.
    • Also lists the averages for each of the numeric fields. 

       Figure 12-10


Profit Report

  • Lists all sales by SKU, grouped by month.
  • Allows you to sort by SKU or description.
  • Allows you to group by department, if desired.
  • Includes the following fields: 
    • SKU, Description, Units Sold by Month, Total Units Sold, Sales, Profit, Percent of Margin.
    • Also displays grand totals for Quantity, Sales, Profit, Percent of Margin.

 Figure 12-11 

Sales Journal Report

  • Lists all sales within the date range specified, grouped by invoice number.
  • Includes the following fields: 
    • Date, Invoice Number, Customer, Amount, Tax, Total, How Paid.
    • Also displays grand totals for Amount, Tax, Total.


Figure 12-12

Vendor Sales Report

  • Lists all sales within the date range specified, grouped by vendor.
  • Allows you to filter results by a range of vendor codes.
  • Includes the following fields: 
    • SKU, Description, Quantity, Revenue, Percent of Revenue, Cost, Margin, Markup, Gross Profit, Vendor.
    • Displays subtotal by vendor, and grand total for each of the numeric fields.

 Figure 12-13

Product Movement

The Product Movement Report gives you data on each SKU received within a given date range. See Figures 11-x below for a sample report. 

 Figure 12-14

  • All Items/In Stock Options –Choose one of these options for the products in which you want information.
    • All Items Ordered – All items within the date range will be selected.
    • ...Greater Than Normal Level – All items in stock with more than the "Normal Stock" value (found in the Stock tab when editing an inventory item).
    • ...Greater Than Minimum Level – All items in stock with more than the "Reorder Level" value (found in the Stock tab when editing an inventory item).
    • ...Greater Than Average Month – All items in stock with more than the monthly average value (calculated for you).
  • Earliest/Latest P. O. Date – Allows you to set a date range when searching for Purchase Orders.
  • Vendor Code Matches – Allows you to search for a single vendor at a time.
  • Generate Report – Creates the report based on your settings.
  • Exit – Closes the Product Movement Report window.

Figure 12-15

Product Turnover

This report will show you your inventory levels as they stood for any given date range.

  • Starting Date – The inventory level for items with this date will be displayed in the "Start" column.
  • Ending Date – The inventory level for items with this date will be calculated based on quantities received, sold and marked down since the "Starting Date" and displayed in the "Ending" column.
  • Include Date Range in Filter – If searching by Filter (department, style, etc.), you can elect to search by date range as well by turning this option on.

Figure 12-16

  • Sort By Description – By default, the report will be sorted by SKU. If this option is enabled, the report will be sorted by item descriptions instead.
  • Unit/Dollar Report – Changes the units used in the quantity columns. 
    • If "Unit" is selected, the numbers displayed will represent the number of items, or units.
    • If "Dollar" is selected, the numbers displayed will represent the retail value.
  • Set/Clear Filter – Allows you to create (or clear) filters by which to search.
  • Generate Report – Creates the report based on your settings.
  • Exit – Closes the Product Turnover Report window.


 Figure 12-17

Assembled/Unassembled

Report listing items that may require assembly, used in conjunction with the Bike Shop module. 

Inventory Valuation

Gives cost of goods details for a single SKU. 


 Figure 12-18 
Figure 12-19 

Cost of Goods Display

Gives you a concise display of the retail value and cost of your current inventory on hand. 
 Figure 12-20 

Slow Moving Products

 Figure 12-21

This report will assist you with finding out which products sold the least within a given date range, based on many customizable settings. 

  • Show the slowest –Defines the number of items reported on.
    • Choose "% of" and enter a percentage, or choose "Number of" and enter the exact number of items you are looking for.
  • Products based on – Allows you to search by quantity or revenue based on sales.
  • Between – Defines the date range for which you will be searching.
  • Include products...not sold – Allows you to include unsold items in your report.
  • Include returns – If disabled, returns will not be considered when calculating sales figures for this report.
  • Only include... – Allows you to set filters to restrict search results.
  • OK – Click here to generate the report based on your settings.
  • Cancel – Click here to close the Slow Moving Products Report window.


 Figure 12-22

Sales Graphs

MicroBiz provides you with several graphical reports under this menu. 
Figure 12-23

  • Sales by Department – Compares sales by department for a given date range.
  • Quarter-to-Date Sales – Creates bar graph displaying sales/margins by department.
  • Sales/Profits by Employee – Compares sales/profits by employee for a given date range.
  • Sales/Margins by Month – Graphs sales and margins by month for a given date range.
  • Last 12 Months Sales – Displays sales and margins by month for the last 12 months.
  • Sales/Profits by Source – Creates a two-form report in spreadsheet form displaying sales and profit by source (how heard).
  • New Sales Graphs – Opens the graphical report viewer, which can be customized to quickly view and customize several different sales graphs.

Report Modification

The following information will explain how to modify reports, but this is not supported by MicroBiz Technical Support (end users assume all liability for this). Use extreme caution when modifying reports:

  • Make sure to back up any files before modifying them.
  • Make sure to back up any modified reports so you don't lose them.
  • For information on Customizations, please contact Sales at 800-937-2289.

Any of the reports in the program may be modified from the Command Window found in Management, Customize, Transaction Settings, Security. Report and invoice forms are stored as FRX/FRT files. Find the FILENAME.FRX/FRT and modify it from the Command Window by typing "MODI REPO FILENAME" (where FILENAME is the name of the form desired). 
To find the FRX/FRT file for a form, choose the report from the Main Menu and click on the generate report button. The filename will be displayed with a FRX/FRT/PRN extension on the screen (i.e. the filename for the Sales by Department Report is DEPTREPT). 
So, when modifying the report, copy DEPTREPT.FRX and DEPTREPT.FRT to a safe place and proceed to the Command Window. Type MODI REPO DEPTREPT and the Visual FoxPro Report Designer will open up. 
The Visual FoxPro Report Designer
The Visual FoxPro Report Designer works in a similar fashion to most other report designers. There are four main sections, known as bands, in any report or invoice: the Page Header, the Detail, the Page Footer and the Summary.

  • The Header typically contains the information on the report that is not statistically relevant, such as the title of the report and the date.
  • The Detail band of the report contains the raw data that is being reported, such as the sales for an individual SKU or the items in an invoice.
  • The Footer contains any extra information you want to include at the bottom of each page, such as a version number for the report. The Footer also contains the totals for invoice forms.
  • The Summary is the section that contains the totals for reports and is only printed at the end of the report, not on each page.

Fields on the Report Form
Individual data fields on the report are known as expressions. Expressions can be populated
with memory variables or values taken from a table. Double-click on a text box to edit its properties. In the expression field, enter the memory variable name. If you wish to use a value from a table, the syntax for the expression is ALIASNAME.FIELDNAME, where ALIASNAME is the name of the table or DBF file. If only a FIELDNAME is entered, the report will use the currently open table. Most reports use tables that are made available for that report so it is best to try to use the data from these tables rather than bringing in data from another table. 
The best way to create a new expression field on a report form is to right-click on an existing field and Copy it to the clipboard. Then Paste it back where you want the new field and change the expression to what you want it to be. 
Grouping
Some reports separate data according to a certain parameter. For example, the Sales by Department Report separates the data based on department. In these reports there is a Group Header and a Group Footer. The Header contains the information to indicate how the grouping is done, such as the Department Name in the Sales by Department report, and any other information you want to appear before the detail for that group. The Group Footer commonly contains totals for that group. 
Totals
The totals for reports are calculated within the form and are easily understandable. Reports use the Summary section of the form to report the totals. 
In the Summary section, enter QTY as the expression and in properties choose "Calculations" and select SUM to take the total of the values in the QTY field. You can also use any of the other operators under calculations, such as Average. 
You will notice a drop-down box titled "Reset". This is where the computer makes the calculation. If you do not have any grouping in your report, just choose End of Report and it will calculate the expression at the end of the report. If you have grouping in your report and you want to calculate a total for a group in your Group Footer choose the name of the group as the Reset value.

If you make a mistake and irreparably damage a report, you can get a fresh copy by reinstalling from the CD or by finding the file on the CD. Note that in order to avoid overwriting your modified reports during a reinstall/replacement/upgrade, you should make back up copies and store them safely.

Please note that after you copy files from the CD, they may be marked as "read-only." You should use the Windows Explorer or the "attrib" command at a CMD prompt to remove the "read-only" attribute from the files.