Sales Reports

Updated 23/07/2025 Reports

The Sales Reports option of the Reports menu allows you to preview various sales, rebate, debtors and GST reports.

Note that other reports, in addition to those listed below, may be available, depending on your main Supplier.

 

To preview and then print, email or save a report:

  • Select Sales Reports from the Reports menu
  • Open the options for a report by clicking the report name
  • Enter the options you require
  • Click Preview

From the Print Preview window, you can print it, send an email with the report automatically attached, or download the report in various formats. See Printing in EasyVend for more details on using the Print Preview window.

Debtors Report Aged Debtors Summary Sales Report Sales Product Details Report Sales Matrix Report Sales: Cost Report GST Report - Accrual Basis GST Report - Cash Basis Rebate Report Invoice List Sales Rebate Summary Top

 

Debtors Report

The Debtors Report lists customers who have money owing to your business on a selected date, with details of the outstanding invoices on that date. Only invoiced orders are included on the debtors report. Unallocated receipts are not taken into account when calculating debtors – this assists with reconciling back to the Debtors in the General Ledger.

Filters:

  • As at Date: This date is used to determine how much money was owed on a particular date (e.g. your accountant might ask for debtors as at 30th June for accounting purposes). The report will show the amounts outstanding as they were on the selected date; invoices and receipts after this date are not included in the report
  • Customer Group: You can filter the customer groups to be included in the report by selecting one or more Groups from the drop-down list
    • To remove a Group from the criteria, click the x to the right of the Group name
  • Show Due/Overdue Only: Tick to include only invoices that are due or overdue on the selected 'as at' date
    • If you do NOT tick this option, the debtors report is based on the Invoice Date; this is the option you would usually use for comparing EasyVend debtors with Accounts Receivable in your accounting package
    • If you DO tick this option, the debtors report is based on the Due Date of the invoice, as determined by the Credit Terms set up in the Billing Information section of each customer's details screen
  • Overdue Days: If you have ticked Show Due/Overdue Only, you can restrict the report to include only invoices that are overdue by the selected number of days or more. For example:
    • A customer's Credit Term is 7 days. If you print an invoice on 28 August, the Due Date is 4 September. If the customer has not paid:
    • Scenario 1: Print the debtors report with an As At Date of 31 August
      • Do NOT tick Show Due/Overdue Only: The invoice will be included in the report, as the Invoice Date was 28 August
      • Tick Show Due/Overdue Only: The invoice will not be included in the report, as the Due Date is not until 4 September
    • Scenario 2: Print the debtors report with an As At Date of 4 September
      • Do NOT tick Show Due/Overdue Only: The invoice will be included in the report, as the Invoice Date was 28 August
      • Tick Show Due/Overdue Only and leave Overdue Days empty: The invoice will be included in the report, as the Due Date is 4 September
      • Tick Show Due/Overdue Only and enter 1 in Overdue Days: The invoice will NOT be included in the report, as the Due Date is 4 September and, as at 4 September, it was not yet overdue by 1 day or more
  • Order By: Select whether you want the report printed in sequence by Customer Code or by Customer Name

 

Aged Debtors Summary Report

The Aged Debtors Summary report lists your customers who have money owing on a particular date. It categorizes amounts according to how long the money has been outstanding. The ageing is based on the Due Date of each invoice. Unallocated receipts are not taken into account when calculating debtors – this assists with reconciling back to the Debtors in the General Ledger.

Filters:

  • As at Date: The report will show the amounts outstanding as they were on the date entered here:
    • Invoices with a Due Date after this date are not included in the report 
    • Receipts dated after this date are not included
  • Ageing Period: Select whether to group the outstanding amounts using weekly or monthly intervals
  • Customer Group: You can filter the customer groups to be included in the report by selecting one or more Groups from the drop-down list
    • To remove a Group from the criteria, click the x to the right of the Group name
  • Order By: Select whether you want the report printed in sequence by Customer Code or by Customer Name

 

Sales Report

The Sales Report is based on customer orders in the selected date range. Within the Sales Report you able to run three different types of report:

  • Sales by Product: Displays a list of products that have been sold using the filters applied. The report includes the cost, selling price and profit for each product.
  • Sales by Category – Product: Displays a list of products, grouped by category, that have been sold using the filters applied. The report includes the cost, selling price and profit for each product.
  • Sales by Customer: Displays a list of customers that have received goods using the filters applied.The report includes the cost, selling price and profit for each customer. No product information is included in this report.
  • Sales by Customer – Detail: This report is a combination of the Sales by Product and the Sales by Customer reports. For each customer it lists the products ordered and displays the cost, selling price and profit for each product, as well as totals for each customer. It also includes customer details such as address and Supplier Account Number for non-trade customers.

Filters:

  • Report Type: Select Sales By Product, Sales by Customer, or Sales by Customer – Detail
  • Sales From/To: Select the date range of customer orders to be included in the sales report
  • Show Rebate: Tick this option to include a Rebate ex GST column in the report
    • If this option is ticked, profit is the profit after rebates have been applied
  • Product Code From/To: Select a range of product codes to be included in the report; leave empty to include all products
  • Supplier: Select one or more Suppliers to include only products from the selected supplier(s); select 'Any Supplier' to include products from all suppliers
  • Product Category: Select one or more product categories to be included in the report; leave blank for all
  • Order By: Select the order in which products are listed (by Product Code or by Supplier Code)
  • For grouped products, Print group totals only: For products grouped as parent and child(ren), tick this option to print the parent product only and to include child product sales in the values displayed for the parent
  • Show returns only: Tick this option to include only products that have been entered as returns in the report
  • Show Only products with $0 selling price: Tick this option to include only products that have a selling price of $0 in the report
  • Customer From/To: Select a range of customers to be included in the report; leave empty to include all customers
  • Customer Group: Select one or more customer groups to be included in the report; leave blank for all
    • Exclude: When ticked, all customer groups will be included in the report except for those selected in Customer Group filter
  • Rounds: Select one or more customer rounds to be included in the report; leave blank for all
    • Exclude: When ticked, all rounds will be included in the report except for those selected in Rounds filter
    • Note: This report filters based on the customer's default Round, not on the round for each individual customer order
  • Billing Type: Select one or more customer billing types to be included in the report; leave blank for all

Notes: 

  • The Discount Percentage (%) field in a customer's Invoice Options allows you to specify a percentage value by which the total invoice will be discounted. Discounts are only applied when goods are invoiced, so doing a sales report before an invoice is created will not reflect the discount amount.
  • To remove a selection from multi-select criteria, click the x to the right of the selection name

Export CSV: Click to download report information as an unformatted CSV file that can be manipulated in your spreadsheet or database software.

  

Sales Product Details Report

The Sales Product Details Report provides an easy way to check how much a specific product has been sold for over a period of time. Grouped by customer, it lists all times the product has appeared on an order within the date range, the order and invoice number, the quantity sold, unit price, tax rate and total.

Filters:

  • Sales From/To: Select the date range of customer orders to be included in the report
  • Product: Select the product to report on
  • Customer From/To: Select a range of customers to be included in the report; leave empty to include all customers

Export CSV: Click to download report information as an unformatted CSV file that can be manipulated in your spreadsheet or database software.

  

Sales Matrix Report

The Sales Matrix Report is a summary of sales over a selected number of past periods. For each of the selected periods (years/months/weeks/days), it shows the total literage, total sales including GST and CDS, and total profit ex GST (including rebates, if applicable). A graph of these totals by period is included in the report.

Filters:

  • Up To: The date up to which sales will be calculated for the selected periods
  • Period: Select the reporting period by which sales will be summarised from the drop-down list
    • For yearly or monthly periods:
      • The start date for each period is always the first day of the month
      • The end date of the last period is the selected Up To date
    • For weekly or daily periods:
      • The start date and end date for each period is calculated from the selected Up To date
  • Prior (Period): Enter the number of periods for which you wish to report
    • Minimum value is 5 and maximum is 52 
    • Example:
      • Enter 
        • Up To: 15 June
        • Period: Months
        • Prior (Period): 6
      • Result:
        • The report and graph will show total literage/sales/profit for each of the 6 months up to and including 15 June
        • Each period will start on the first of the month, with the first period being the month starting 1 January
        • The last period will start on 1 June and end on 15 June
  • Rounds: Select one or more customer rounds to be included in the report; leave blank for all
  • Billing Type: Select one or more customer billing types to be included in the report; leave blank for all
  • Product Category: Select one or more product categories to be included in the report; leave blank for all
  • Supplier: Select one or more suppliers to be included in the report; leave blank for all
  • Customer Groups: Select one or more customer groups to be included in the report; leave blank for all
  • Product: To report for a single product, select that product; select Any Product to include all products that match other filters
  • Customer: To report for a single customer, select that customer; select Any Customer to include all customers that match other filters

  • Note: Where multiple selections are allowed, to remove a section from the criteria, click the x to the right of the selection name

 

Sales - Cost Report

The Sales - Cost Report  shows the quantity and cost of goods sold (including and excluding GST). It is based on customer orders in the selected date range. You can select the type of detail to be printed by selecting a Group By option:

  • Group By:
    • Customer - Detail: For each customer, list the total cost for each product ordered in the reporting period
    • Customer - Day: For each customer, list the total cost for each day in the reporting period

Filters:

  • Sales From/To: Select the date range of customer orders to be included in the sales cost report
  • Supplier: Select a Supplier to include only products from that supplier, or select 'Any Supplier' to include products from all suppliers
  • Billing Type: Select one or more customer billing types to be included in the report; leave blank for all

Export CSV: Click to download report information as an unformatted CSV file that can be manipulated in your spreadsheet or database software.

 

GST Report – Accrual Basis

There are two methods of accounting for GST (goods and services tax): cash basis and non-cash basis (accruals). The method you use affects when you must report GST. The most appropriate method for you depends on factors such as your sales volume. This should be decided with advice from your accountant based on your business structure.

Using Accrual Basis accounting means you account for GST on your business activity statement when you:

  • issue the tax invoice or receive any payment for sales, and
  • receive the invoice from your supplier or make any payment for purchases.

The EasyVend GST Report - Accrual Basis reports on your GST liability for the selected period based on the Invoice Date of invoices generated in EasyVend, whether they are paid or not.

 

GST Report – Cash Basis

Accounting on a Cash Basis means you account for GST on your business activity statement when you receive money for sales or make payment for purchases.

The EasyVend GST Report - Cash Basis reports on your GST liability for the selected period based on the date of receipts in EasyVend.

 

Rebate Report

If you receive rebates from a supplier, the Rebate Report will list the rebates applicable for the selected date range, customers, and supplier.

Filters:

  • Date From/To: Enter the date range of customer orders to be included in the report
  • Billing Type: Select the customer Billing Type for this report
    • For a Billing Type of Trade, the report is called a "Rebate Report"
    • For a Billing Type of Central Billing or Fee for Service, the default heading for the report is  "Franchise Owner Claim Form"
      • The heading of the report when printing for Central Billing or Fee for Service customers can be changed to a heading of your choosing:
        • Select General Settings from the Settings menu
        • Select Report Settings in the left-hand tab
        • Under Rebate Report Header, click Edit to open the template editing window
        • Type the text you require for the report heading when printing for Fee for Service or Central Billing customers
        • Click Save Changes
  • Supplier: Select the supplier whose rebates are to be included in the report
  • Customer Group: Select one or more customer groups to be included in the report; leave blank for all
    • To remove a Group from the criteria, click the x to the right of the Group name
  • Rounds: Select one or more customer rounds to be included in the report; leave blank for all
    • Note: This report filters based on the customer's default Round, not on the round for each individual customer order
    • To remove a Round from the criteria, click the x to the right of the Round name

Notes:

  • If the selected orders include more than one Rebate Type, each Rebate Type will appear on a separate page in the report
  • Application of GST depends on the customer's Billing Type:
    • Trade: GST applies to the rebate if GST applies to the product itself; the rebate is treated as a variation to the selling price 
    • Central Billing and Fee for Service: GST always applies to these rebates as the rebate is treated as a cartage fee for a service provided

 

Invoice List Report

The Invoice List Report produces a list of invoices with an invoice date in the selected date range. The report is grouped by customer, with sub-totals for each customer.

Export CSV: Click to download report information as an unformatted CSV file that can be manipulated in your spreadsheet or database software.

 

Sales Rebate Summary Report

The Sales Rebate Summary Report contains a summary of the sales and rebates applicable for the selected date range, customer billing types, rounds and suppliers. 

  • Sales Summary
    • Lists total sales grouped by Product Group
      • For each product group, the report shows total quantity, litres, cost ex GST, CDS fee, price ex GST and profit
  • Rebate Summary
    • One or more Rebate Summary sections
      • The rebate summaries included vary depending on your supplier
    • Summary shows total quantity, litres and estimated rebate for each rebate type applicable

Filters:

  • Date From/To: Enter the date range of customer orders to be included in the report
  • Billing Type: Select one or more customer billing types to be included in the report; leave blank for all
  • Rounds: Select one or more rounds to be included in the report; leave blank for all
    • Note: This report filters based on the customer's default Round, not on the round for each individual customer order
    • To remove a Round from the criteria, click the x to the right of the Round name
  • Supplier: Select one or more Suppliers to include only products from the selected supplier(s); leave blank for all
    • To remove a Supplier from the criteria, click the x to the right of the Supplier name