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Reports And Options

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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.

Company_Reports_and_Options

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	Analyze pricing competitiveness and reasons for lost quotes.
Budget	Update and review budgeted income and expenses.
Cash versus On-Account Sales	Analyze 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 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.
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.
Debit Orders Executed This Month (EFT).	Verify successful debit order processing.
Debit Orders Not Scanned In	Investigate missing debit order documentation.
Discount per Salesperson	Analyze 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)	Analyze 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	Analyze customer buying frequency.
Number of New Customers per Year	Measure customer growth.
Payment Breakdown per Day	Analyze 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	Analyze 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)	Analyze return reasons such as faulty or incorrect stock.
Sales Orders - In Process.	Review active sales orders.
Sales per Customer per Date	Analyze 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	Analyze monthly sales performance.
Sales per Salesperson	See preset reports to choose from after opening the form.
Sales per Stock Group	See the 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.	Analyze 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	Analyze 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.

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