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Reports And Options
Go to Company > Report & Options
The Reports and Options form provides a centralized dashboard for managing the most commonly used reports in Smart-IT (approximately 98 reports).
Its purpose is to help you organize, schedule, assign, and track reports systematically, ensuring that daily, weekly, monthly, and yearly tasks are completed efficiently.
This feature is ideal for users who want a structured workflow for reviewing reports and completing routine accounting and operational tasks.
Key Benefits
•Centralized access to frequently used reports
•Organize reports by Daily, Weekly, Monthly, or Yearly tasks
•Assign reports to multiple employees
•Track completed tasks using a checklist approach
•Filter reports quickly for personal or role-based workflows
Organizing and Scheduling Reports
Scheduling Reports
Use the Schedule column to categorize reports:
•Daily
•Weekly
•Monthly
•Yearly
You can then filter by typing the schedule name (e.g. monthly) in the blue filter row, allowing you to focus only on relevant tasks.
Assigning Reports to Employees
•A single report (task) can be assigned to multiple employees.
•To view only reports assigned to you, type your name in the Employee column’s blue filter box.
Task Completion Tracking
•Once a report task has been completed, tick the Checked column.
•This provides a clear visual indication of completed versus outstanding tasks.
How to find a report
You can locate reports using one of the following methods:
1. Category Window
The Category window is divided into two sections, allowing reports to be filtered by purpose or by module.
Action Type Reports
Reports are grouped by the type of action required:
1. Action Reports – Reports that require follow-up actions (e.g. sending information or processing data)
2. Operational Reports – Standard reports used for processing and review
3. Informational Reports – Reports used purely for reference and analysis
Module-Based Reports
Select reports based on the business module they relate to, such as:
•Customers
•Credit Notes
•General Ledger
•Goods Received Notes
•Invoices
•Purchase Orders
•Quotes
•Sales Orders
•Sales Overview
•Stock
•Turnover
•Suppliers
•Workshop
This makes it easy to focus on reports relevant to a specific area of the system.
2. Grid Reports (Role-Based)
Alternatively, use Grid Reports to select reports based on company roles, such as:
•Accountant
•Administrator
•Sales Manager
•Salesperson
This approach is useful when different staff members have different reporting responsibilities.
3. Own Criteria (Custom Filtering)
Use the blue filter row to apply your own selection criteria, such as:
•Reports scheduled for a specific employee (yourself)
•Specific schedules (daily, weekly, monthly)
•Any additional filters required for your workflow
This allows you to create a personalized reporting task list.
Reports List (Alphabetical Order)
Forms & Reports |
Description / What To Do |
|
Active Customers with No Purchases In The Last 360 Days |
Follow up with letters, promotional vouchers, visits, or phone calls. |
|
Active Quotes |
Review follow-up dates and pending opportunities. |
|
All Items On Sales Orders |
Ensure required items are ordered and available. |
|
All items where the Growth is Negative |
Why is it negative: competition, redundant etc. |
|
Average Cost Price Less Than Suppliers List Price |
Review pricing strategy; consider switching to supplier list pricing. |
|
Bank Deposit Lookup |
Review and verify bank deposits. |
|
Best sellers - Turnover Per Item |
Identify top-performing items by sales value. |
|
Birthdays This Week |
Send promotional vouchers and birthday greetings. |
|
Breakdown of Quotes Won or Lost per Customer |
Identify customers requesting many quotes but purchasing little. Sort by percentage. |
|
Breakdown of Quotes Won or Lost per Price Level |
Analise pricing competitiveness and reasons for lost quotes. |
|
Budget |
Update and review budgeted income and expenses. |
|
Cash versus On-Account Sales |
Analise payment behavior and credit exposure. |
|
Chart of Accounts |
Print and review the chart of accounts and related functions. |
|
Completed Jobs Ready For Collection |
Contact customers to arrange collection. |
|
Credit Notes Without an Invoice |
Investigate incorrect credit note procedures. The correct procedure is to convert an invoice to a credit note. |
|
Customer Age Analysis |
Allocate payments, suspend accounts, remove small balances, and email overdue customers. |
|
Customer Conversations |
Review incomplete conversations and follow up where needed. |
|
Customer Growth and Average Sales |
Identify customers with declining or increasing purchase patterns. |
|
Customer Payments |
Review customer payment activity. |
|
Customers to Allocate |
Allocate payments to outstanding invoices. |
|
Customers Who Opened an Account This Week |
Send welcome letters. |
|
Customers Charged Interest |
Verify that overdue interest charges were applied correctly. |
|
Customers with Debit Orders |
Check missing bank information and unscanned debit orders. |
|
Customers with Loyalty Points |
Remind customers to redeem loyalty points. |
|
Credit Notes This Month |
Evaluate whether credit note levels are acceptable. |
|
Credit Notes Without an Invoice |
Investigate incorrect credit note procedures. The correct procedure is to convert an invoice to a credit note.
|
|
Debit Orders Executed This Month (EFT) |
Verify successful debit order processing. |
|
Debit Orders Not Scanned In |
Investigate missing debit order documentation. |
|
Discount per Salesperson |
Analise discount levels by salesperson. |
|
Email / Print Customer Statements |
Send or print customer statements. |
|
Employees with Highest Credit Notes |
Investigate possible pricing or quoting issues. Quote on wrong items etc. |
|
Equipment That Must Be Serviced This Week |
Schedule and prepare service work. |
|
Expenses Where No Input VAT Was Claimed |
Verify VAT treatment and correct if necessary. |
|
Goods Received Lookup - In Progress | Completed |
Review outstanding, overdue, or partially received GRNs. |
|
GRNs (Good Received Notes) Without VAT |
Verify VAT types on stock items and suppliers. |
|
Inventory Statistics |
Review movement, days of stock, and stock-out days. |
|
Invoice Lookup. |
Check grid reports for high discounts, unpaid invoices, or unmailed invoices. |
|
Invoices from Job Cards or Quotes |
Review invoices generated from related documents. |
|
Invoices not Mailed This Month |
Send outstanding invoices. |
|
Invoices This Week |
Review weekly invoicing activity. |
|
Invoices Where Discount Exceeds X %. |
Investigate excessive discounts. |
|
Items Bought This Week |
Review recent purchases. |
|
Items Sold Below Cost (Negative Markup) |
Identify causes and correct pricing or costing issues. |
|
Items Where Cost Is Zero |
Correct missing cost prices (use Extended Stock Lookup > Fixes tab). |
|
Job Cards with Comebacks or Credit Notes |
Investigate quality or operational issues. |
|
Job Costing (Service Contracts Only) |
Analise profit per service contract. |
|
Jobs That Is Comebacks |
||
Jobs Taking Longer Than X Days to Complete |
Identify delays and workflow issues. |
|
Jobs to Be Completed Today or Tomorrow |
Prioritise upcoming work. |
|
Markup Per Customer Group (Business Industry) |
See preset reports to choose from after opening the form. |
|
Markup Per Employee |
See preset reports to choose from after opening the form. |
|
Markup per Stock Group |
See preset reports to choose from after opening the form. |
|
Markup vs Min & Max Markup |
Compare actual markup against defined limits. |
|
No Sales in 60 Days - Slow Movers |
Put items on special or send promotional offers. |
|
Number of Active, Canceled, and Completed Jobs |
Monitor job workflow status. |
|
Number of Documents per Customer |
Analise customer buying frequency. |
|
Number of New Customers per Year |
Measure customer growth. |
|
Payment Breakdown per Day |
Analise daily payment trends. |
|
Payment Type Breakdown |
Review payment methods (Cash, Card, EFT, Loyalty, On Account). See the pre-built reports on the form. |
|
Print General Ledger Audit Trail |
Print GL audit trail for review or auditing. |
|
Purchase Order Detail |
View which items are on specific purchase orders. |
|
Purchase Orders - Pending | Not Received | Completed |
Track purchase order status. |
|
Purchases per Supplier |
||
Quantities Left To Invoice |
Identify unbilled quantities - Sales Order. |
|
Quote Amounts per Salesperson |
Analise quote value by salesperson. |
|
Quote Follow-Up Date Overdue |
Identify missed follow-ups. |
|
Quotes Lost This Week |
Review lost opportunities. |
|
Quotes to Follow Up Today |
Prioritize quote follow-ups. |
|
Recurring Invoices Ending This Month |
Renew or discontinue recurring invoices. |
|
Reserved Items on Incomplete Job Cards |
Release or investigate reserved stock. |
|
Return to Supplier (RTS) |
Analise return reasons such as faulty or incorrect stock. |
|
Sales Orders - In Process. |
Review active sales orders. |
|
Sales per Customer per Date |
Analise sales history by customer. See the pre-built reports on the form. |
|
Sales per Employee from Workshop |
Review workshop sales performance. |
|
Sales per Lead Source |
Example: web sales vs store sales. |
|
Sales per Salesperson per Month |
Analise monthly sales performance. |
|
Sales per Salesperson |
See preset reports to choose from after opening the form. |
|
Sales per Stock Group |
See preset reports to choose from after opening the form. |
|
Sales Pipeline and Customer Count per Employee |
Track pipeline health and workload. |
|
Selling Price Differs from Price 10 |
Investigate pricing discrepancies. |
|
Service Feedback |
Review customer service ratings. |
|
Show Customers with Missing Bank Info |
Update incomplete customer records. |
|
Statements - Income, Balance Sheet, Cash Flow, Trial Balance. |
Balance and income statement. |
|
Stock Adjustments This Week |
Review recent inventory adjustments. |
|
Stock Items Due or Overdue on Sales Orders Today |
Contact customers and manage expectations. |
|
Stock On Hand Is Negative |
Investigate, adjust stock, and block negative stock if required. |
|
Stock Valuation | Aging | Groups | etc. |
Analise inventory value and slow-moving stock. |
|
Supplier Age Analysis. (Accounts Payable) |
Allocate payments and manage supplier balances. |
|
Supplier Completed Reconciliations |
Pay suppliers and send advice notes. |
|
Supplier Detail |
Review supplier transactions. |
|
Suppliers with Stock to Order |
Plan purchases. |
|
Suspended Customers. |
Unsuspend after payment or adjust credit limits. |
|
Today's & Yesterday's Sales Orders. |
Review recent order activity. |
|
Today's Invoices |
Verify daily invoicing. |
|
Turnover Per Till |
Analise sales by till or terminal. |
|
Unpaid Invoices |
Follow up and allocate payments. |
|
Vat Report (Sales Tax) |
Prepare and review VAT reports. |
|
Workshop Hours (Booked / Worked / Overtime / Authorized / Estimated) |
Monitor workshop efficiency and labour utilisation. |
Reports List (Categorised)
Forms & Reports |
Description / What To Do |
|
Customer Analysis Reports |
||
Active Customers with No Purchases In The Last 360 Days |
Follow up with letters, promotional vouchers, visits, or phone calls. |
Contact lookup |
All Customer Transactions |
Customer detail |
|
Birthdays This Week |
Send promotional vouchers and birthday greetings. |
Contact lookup |
Customer Age Analysis |
Allocate payments, suspend accounts, remove small balances, and email overdue customers, export to excel. |
|
Customer Conversations |
Review incomplete conversations and follow up where needed. |
|
Customers exceeding credit limits |
Exception Report |
|
Customer Growth and Average Sales |
Identify customers with declining or increasing purchase patterns. |
|
Customer Payments |
Review customer payment activity. |
|
Customers To Allocate |
Allocate payments to outstanding invoices. |
Age Analysis |
Customer Statements (Bulk Send) |
||
Accounts Opened This Week
|
Send welcome letters. |
Contact lookup |
Customers Charged Interest |
Verify that overdue interest charges were applied correctly. |
|
Customers with Debit Orders |
Check missing bank information and unscanned debit orders. |
|
Days Since Last Purchase |
Contact Lookup |
|
Loyalty Cards (Points, Expiry Dates) |
Customers with loyalty cards. Action: Remind customers to redeem loyalty points or that card is expiring. |
Contact Lookup
|
Email / Print Customer Statements |
Send or print customer statements. |
|
Number of New Customers per Year |
Measure customer growth. |
|
Sales Pipeline and Customer Count per Employee |
Track pipeline health and workload. |
|
Suspended Customers |
Unsuspend after payment or adjust credit limits. |
|
Transaction volume: Frequency of orders, average order size. |
||
Credit Notes |
||
Credit Notes This Month |
Evaluate whether credit note levels are acceptable. |
|
Credit Notes Without an Invoice |
Investigate incorrect credit note procedures. The correct procedure is to convert an invoice to a credit note. |
Exceptions Report |
Employees with Highest Credit Notes |
Investigate possible pricing or quoting issues. Quote on wrong items etc. |
|
Tracks frequency and reasons for returns. |
||
Debit Order Management reports |
||
Debit Orders Executed This Month (EFT) |
Verify successful debit order processing. |
Debit Order Lookup |
Debit Orders Not Scanned In |
Investigate missing debit order documentation. |
Debit Order Lookup |
Show Customers with Missing Bank Info
|
Update incomplete customer records. |
Debit Order Lookup |
Goods Receive Note Reports |
||
Goods Received Lookup - In Progress | Completed |
Review outstanding, overdue, or partially received GRNs. |
|
GRNs (Good Received Notes) Without VAT
|
Verify VAT types on stock items and suppliers. |
|
General Ledger Reports |
||
Bank Deposit Lookup |
Review and verify bank deposits. |
|
Budget vs Actual |
Compares budget vs. actual across departments Action:Update and review budgeted income and expenses. |
|
Cash Flow Forecast Report |
||
Chart of Accounts |
Print and review the chart of accounts and related functions. |
|
Expenses This Month |
||
Expenses This week |
||
Expenses Today |
||
Expenses Where No Input VAT Was Claimed |
Verify VAT treatment and correct if necessary. |
|
Income This Week |
||
Print General Ledger Audit Trail |
Print GL audit trail for review or auditing. |
General Ledger |
Statements - Income, Balance Sheet, Cash Flow, Trial Balance. |
Balance and income statement. |
|
Vat Report (Sales Tax) |
Prepare and review VAT reports. |
|
Exceptions Report |
||
Backdated or Future-Dated Entries |
Exceptions Report |
|
Suspicious timing: Entries Posted outside business ours. |
||
Invoice Reports |
||
Cash versus On-Account Sales |
Analise payment behavior and credit exposure. |
|
Discount per Salesperson |
Analise discount levels by salesperson. |
|
Invoice Lookup. |
Check grid reports for high discounts, unpaid invoices, or unmailed invoices. |
|
Invoices from Job Cards or Quotes |
Review invoices generated from related documents. |
|
Invoices not Mailed This Month |
Send outstanding invoices. |
|
Invoices This Week |
Review weekly invoicing activity. |
|
Invoices Where Discount Exceeds X %. |
Investigate excessive discounts. |
|
Recurring Invoices Ending This Month |
Renew or discontinue recurring invoices. |
|
Sales Per Day |
Determine which days sales are highest. |
Inv Lookup - Analysis |
Time of Day |
Determine which Time of Day sales are highest. |
|
Today's Invoices |
Verify daily invoicing. |
|
Outstanding Invoice or Partly Paid Invoices |
Follow up and allocate payments. |
|
Invoices Deleted This Month |
Exceptions Report |
|
Purchase Orders |
||
Purchase Order Detail |
View which items are on specific purchase orders. |
|
Purchase Orders - Pending | Not Received | Completed |
Track purchase order status. |
|
Purchases per Supplier |
||
Quantities Left To Invoice
|
Identify unbilled quantities - Sales Order. |
|
Purchase Planning |
||
All items where the Growth is Negative |
Why is it negative: competition, redundant etc. |
|
Stock Reorder Report |
||
Quotes |
||
Active Quotes |
Review follow-up dates and pending opportunities. |
|
Breakdown of Quotes Won or Lost per Customer |
Identify customers requesting many quotes but purchasing little. Sort by percentage. |
|
Breakdown of Quotes Won or Lost per Price Level |
Analise pricing competitiveness and reasons for lost quotes. |
|
Quote Amounts per Salesperson |
Analise quote value by salesperson. |
|
Quote Follow-Up Date Overdue |
Identify missed follow-ups. |
|
Quotes Lost This Week |
Review lost opportunities. |
|
Quotes to Follow Up Today |
Prioritize quote follow-ups. |
|
Sales Order Reports |
||
All Items On Sales Orders |
Ensure required items are ordered and available. |
|
Sales Orders - In Process. |
Review active sales orders. |
|
Stock Items Due or Overdue on Sales Orders Today |
Contact customers and manage expectations. |
|
Today's & Yesterday's Sales Orders. |
Review recent order activity. |
|
Sales Analysis |
||
Discount Per Customer |
Turnover, discount amount and discount percentage will be shown for each customer. |
Sales Overview |
Number of Documents per Customer |
Analise customer buying frequency. |
Sales Overview |
Payment Breakdown per Day |
Analise daily payment trends. |
Sales Overview |
Payment Type Breakdown |
Review payment methods (Cash, Card, EFT, Loyalty, On Account). See the pre-built reports on the form. |
Sales Overview |
Sales per Lead Source |
Example: web sales vs store sales. |
Sales Overview |
Sales per Dealer |
Sales Overview |
|
Sales per Sales Area |
See which areas are performing the best. |
Sales Overview |
Turnover per Till |
Analise sales by till or terminal. |
Sales Overview |
Stock (Inventory) Reports |
||
Average Cost Price Less Than Suppliers List Price |
Review pricing strategy; consider switching to supplier list pricing. |
|
Items Bought This Week |
Review recent purchases. |
|
Items Sold Below Cost (Negative Markup) |
Identify causes and correct pricing or costing issues. |
|
No Sales in 60 Days - Slow Movers |
Put items on special or send promotional offers. |
|
Serial Number Lookup |
||
Obsolete Stock (Dead Stock) |
Flags items with zero movement over a defined period (e.g., 12–24 months). Flag for disposal |
|
Stock Adjustments This Week |
Review recent inventory adjustments. |
|
Stock Movement |
||
Stock On Hand Is Negative |
Investigate, adjust stock, and block negative stock if required. |
|
Stock Valuation | Aging | Groups | etc |
Analise inventory value and slow-moving stock. |
|
Lot Details (Lot Numbers, Quantities, Expiry Dates) |
Tracks items by lot number. |
Stock Items > Extra > Lot Tracking > Lot Stock Levels Stock Items > Extra > Lot Tracking > Lots |
Exceptions Report: Bv Negative balances |
|
|
Stock Turnover Reports |
||
Best sellers - Turnover Per Item |
Identify top-performing items by sales value. |
|
Items Where Cost Is Zero |
Correct missing cost prices (use Extended Stock Lookup > Fixes tab). |
|
Markup Per Customer Group (Business Industry) Verander na Turnover, Profit & MU per Customer Business Category Is n Preset Report |
See preset reports to choose from after opening the form. |
|
Markup Per Employee |
See preset reports to choose from after opening the form. |
|
Markup per Stock Group |
See preset reports to choose from after opening the form. |
|
Markup vs Min & Max Markup |
Compare actual markup against defined limits. |
|
Sales per Customer per Date |
Analise sales history by customer. See the pre-built reports on the form. |
|
Sales per Employee from Workshop |
Review workshop sales performance. |
|
Sales per Salesperson per Month |
Analise monthly sales performance. |
|
Sales per Salesperson |
See preset reports to choose from after opening the form. |
|
Sales per Stock Group (Category) |
Profitability per segment. See preset reports to choose from after opening the form. |
|
Selling Price Differs from Price 10
|
Investigate pricing discrepancies. |
|
Stock / Inventory Statistics |
||
Inventory Statistics |
Review movement, days of stock, and stock-out days. |
|
Supplier |
||
Return to Supplier (RTS) |
Analise return reasons such as faulty or incorrect stock. |
|
Supplier Age Analysis. (Accounts Payable) |
Allocate payments and manage supplier balances. |
|
Supplier Completed Reconciliations |
Pay suppliers and send advice notes. |
|
Supplier Detail |
Review supplier transactions. |
|
Supplier Lookup |
||
Suppliers With Stock To Order |
Plan purchases. |
|
Purchases per Supplier |
Supplier Purchases Analysis |
Supplier Detail Analysis |
Exceptions Report Same Supplier, Same Amount Suppliers with inconsistent pricing or delivery delays Price increase >20% without contract change |
Exceptions Report |
|
Supplier Performance Report On-time delivery percentage Lead time consistency Backorder frequency Quality Performance Return frequency |
||
Workshop |
||
Completed Jobs Ready For Collection |
Contact customers to arrange collection. |
|
Equipment That Must Be Serviced This Week |
Schedule and prepare service work. |
|
Job Cards with Comebacks or Credit Notes |
Investigate quality or operational issues. |
|
Job Costing (Service Contracts Only) |
Analise profit per service contract. |
|
Jobs That Is Comebacks |
||
Jobs Taking Longer Than X Days to Complete |
Identify delays and workflow issues. |
|
Jobs to Be Completed Today or Tomorrow |
Prioritise upcoming work. |
|
Number of Active, Canceled, and Completed Jobs |
Monitor job workflow status. |
|
Reserved Items on Incomplete Job Cards |
Release or investigate reserved stock. |
|
Service Feedback |
Review customer service ratings. |
|
Workshop Hours (Booked / Worked / Overtime / Authorized / Estimated) |
Monitor workshop efficiency and labour utilisation. |
|
Exceptions Report: Job cards closed without parts or labor entries |
||
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