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Sales Summary

Sales Summary

Lekha’s Sales Summary report provides a comprehensive overview of your sales performance for any selected date range. This report consolidates key sales metrics including invoice counts, quantities sold, net sales, tax collections, and gross sales—giving you instant insights into your business performance.

Whether you’re preparing monthly reviews, quarterly assessments, or annual reports, the Sales Summary delivers accurate, real-time data that helps you track growth, analyze trends, and make informed business decisions.

Accessing Sales Summary Report

  1. Navigate to Reports from the main menu
  2. Select Sales Summary from the reports list
  3. Choose your desired date range using the date picker
  4. Click Generate Report to create the summary

The report will display instantly in HTML format within the application, and you can export it to PDF for sharing or record-keeping.

Report Parameters

Date Range Selection

Purpose: Define the time period for your sales analysis

How to Use:

  1. Select desired option from the Date Range selection dropdown.
  2. The system will include all sales activity within this range (inclusive of both dates)

Available Options:

  • Today: Current day’s sales
  • Yesterday: Previous day’s activity
  • This Week: Last 7 days (a week duration)
  • Last Week: Previous last 7 days (a week duration)
  • This Month: Current month from 1st to last day
  • Last Month: Previous complete month
  • This Quarter: Current quarter (3-month period)
  • Last Quarter: Previous complete quarter
  • This Year: Current fiscal/calendar year
  • Last Year: Previous complete year

Best Practices:

  • Use month-end dates for monthly reports
  • Select quarter-end dates for quarterly analysis
  • Choose fiscal year dates for annual summaries
  • Ensure the date range aligns with your business reporting cycles

Report Fields and Metrics

1. Date Range

Description: Displays the selected date range for the report Format: “Generated for Date From: [Start Date] To: [End Date]” Purpose: Provides clear reference for the reporting period

2. Number of Invoices

Description: Count of invoices processed during the selected period Inclusion Criteria: Only invoices with the following states are counted:

  • Confirmed - Invoices that affect inventory and are finalized
  • Partially Paid - Invoices with partial payments received
  • Paid - Fully paid invoices

Exclusions: Draft, submitted, approved, issued, and cancelled invoices are not included as they don’t represent final sales

3. Total Quantity Sold

Description: Aggregate quantity of all items sold across all invoices Calculation: Sum of quantities from all invoice line items Note: Different items may have different units (pieces, kilograms, liters, etc.), so this represents total volume rather than standardized units

4. Net Sales

Description: Total sales amount before taxes Calculation: Sum of all invoice line items (quantity × rate) minus discounts Currency: Displayed in your organization’s base currency Purpose: Shows core business revenue without tax implications

5. Total Tax Collected

Description: Aggregate of all taxes collected during the period Components: Includes all applicable taxes such as:

  • CGST (Central Goods and Services Tax)
  • SGST (State Goods and Services Tax)
  • IGST (Integrated Goods and Services Tax)
  • Other applicable taxes based on your tax configuration

Purpose: Essential for tax filing and compliance reporting

6. Gross Sales

Description: Total sales amount including all taxes Calculation: Net Sales + Total Tax Collected Purpose: Shows complete revenue including tax collections

Viewing and Exporting Reports

HTML Format (In-Application)

  • Instant Display: Report appears immediately after generation
  • Interactive Viewing: Scroll through data within the application
  • Real-time Data: Always shows current data based on selected date range
  • Screen-friendly: Optimized for desktop and mobile viewing

PDF Export

  1. Click the Export Report button after generating the report
  2. The system will create a PDF version using the same date range
  3. PDF will download automatically to your device
  4. PDF Features:
    • Professional formatting suitable for presentations
    • Print-ready layout with proper margins
    • Company branding and report headers
    • Date and time stamp for audit purposes

Report Analysis and Insights

Performance Indicators

Growth Tracking:

  • Compare current period with previous periods
  • Identify seasonal trends and patterns
  • Monitor month-over-month or year-over-year growth

Business Efficiency:

  • Average Invoice Value: Gross Sales ÷ Number of Invoices
  • Tax Rate Analysis: Total Tax Collected ÷ Net Sales
  • Volume vs. Value: Analyze relationship between quantity sold and revenue

Key Questions This Report Answers

  1. How many sales transactions occurred? (Number of Invoices)
  2. What was our total sales volume? (Total Quantity Sold)
  3. What revenue did we generate before taxes? (Net Sales)
  4. How much tax did we collect for the government? (Total Tax Collected)
  5. What was our complete sales revenue? (Gross Sales)

Best Practices

Regular Reporting

  • Daily: For high-volume businesses monitoring cash flow
  • Weekly: For tracking short-term trends and performance
  • Monthly: For standard business reporting and analysis
  • Quarterly: For board presentations and strategic reviews
  • Annually: For tax preparation and year-end assessments

Data Accuracy

  • Ensure all invoices are properly confirmed before period-end
  • Review and reconcile any cancelled or modified invoices
  • Verify tax configurations are current and accurate
  • Cross-reference with inventory reports for consistency

Record Keeping

  • Export PDF copies for permanent records
  • Store reports in organized date-based folders
  • Share with accountants and stakeholders as needed
  • Use for tax filing documentation and audit trails

Integration with Other Modules

Related Reports

  • Purchase Summary: Compare sales vs. procurement
  • Inventory Reports: Validate quantity movements
  • Tax Reports: Detailed tax breakdowns and filings
  • Customer Analysis: Identify top-performing customers

Supporting Data

  • Invoice Details: Drill down into specific transactions
  • Item Performance: Analyze which products drive sales
  • Customer Insights: Understand customer purchasing patterns
  • Payment Tracking: Monitor collection efficiency

Troubleshooting

Common Issues

Report Shows Zero Values:

  • Verify the selected date range includes business activity
  • Ensure invoices are in confirmed, partially paid, or paid status
  • Check that invoice dates fall within the selected range

Missing Invoices:

  • Confirm invoice states (only final sales are included)
  • Verify invoice dates match your intended reporting period
  • Review any cancelled or draft invoices that should be confirmed

Incorrect Amounts:

  • Check currency settings and exchange rates
  • Verify tax configurations and rates
  • Review discount calculations and adjustments

Export Issues:

  • Ensure browser allows downloads
  • Check available storage space
  • Try generating report again if PDF export fails

The Sales Summary report is an essential tool for understanding your business performance, tracking growth, and maintaining accurate financial records. Regular use of this report helps ensure you stay informed about your sales trends and can make data-driven decisions for your business growth.

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