About Reports

Report launcher

Each button launches a report. Move the cursor over the button to see a short description of the report. Click the button to run the report. A brief description of each report follows.

Most of the reports also create a text file with report information and some cases additional information. These files can be opened with a text editor or spreadsheet program. Each time a report is run, the file is written to the boot disk in folder "DBS_Archive/DBS_TextOut". The file is overwritten each time the report is run, so it must be renamed or moved to another folder if it is to be saved.

Select and Print Options

Many of the reports display a dialog similar to the one shown. The select options allow you to specify which records are used for the report. The dialog in this example is for the how paid report.

Popups - If an item is selected with a popup, the report is limited to show only those items. If the a popup is left blank, all records for that item are on the report. For example if a station is selected and the other popups are blank, the report will show activity for the selected station listing all payment types. If a station and a payment type (mastercard) is selected, the report shows all mastercard payments for the selected station.

Date Fields - The date fields allow a date range to be specified. The from date for most reports default to today's date so the report will show todays' activity. If the from date is blank (none selected from data widget), The report will include all records from the earliest date. If the thru date is blank,the report includes all activity from the from date through today.

The print options allow you to specify how the report is displayed.

Sub headings and sub totals - If selected that sub heading and/or sub total is printed on the report. These selections also control how the report is sorted. The selections shown would sort by location, by station within each location, and by payment type within each station. If the station checkboxes were deselected, the report would sort by location and by payment type within each location. If no checkboxes are selected, the report is sorted by either the last checkbox or the item Id if applicable.

Summary checkbox - If selected, the report shows total amount of each payment type for a day. If deselected the report shows all detail including the transaction number and the amount of the payment for each transaction.

Sub totals only checkbox - If selected, displays only sub totals.

Report Examples

This is an example printed from the options set in the dialog box.

This is the first page of a sales report. Grand totals are printed on the last page.

INVENTORY REPORTS

The following shows the dialog box and a brief description of each inventory report.

Catalog Report

This report is sorted by category by item id, It displays Item Id, Description, Unit, Price, Cost, Margin, primary vendor short name, vendor item id, on hand, and on order. Select a category to restrict the report to that category, otherwise the entire catalog is printed.

Click the checkbox to display only items that are on hand or on order. If the checkbox is unchecked, items that are not on hand or on order are printed in a lighter color.

Sources Report

This report is sorted by vendor by item id. It displays Our Id, Vendors Id, Description, Num/unit, Cost, Vendor name for items purchased from vendors. It also displays vendor name, toll free phone, work phone, fax phone and email. Num/Unit is the number of selling units in each order unit.

Stock Value Report

This report displays Item Id, Description, Place, On Hand, Unit Cost, and Total Cost for stock items.

Most of the following reports have select options and print options.

The select options determine which records are selected for printing. If no selections are made, all records are printed.

The print options determine which sub headings and sub totals are printed and how the report is sorted.

Purchase Order Status Report

This report displays PO #, Date, Status, Ordered, Received, and To Receive for purchase orders. It also displays vendor name, toll free phone, work phone, fax phone, and email.

Use date fields to limit selection to a date range. No date selection prints records for all dates. If thru date is blank, all from the from date to end of file are printed. If the from date is blank, all from the beginning of the file through the thru date are printed.

Barcodes Report

This report displays a list of item Ids and barcodes that may be previewed and printed. It also creates a text file with information that can be used to print barcode labels. The following explains the select and print options:

Location popup - Select a location. If no selection, all locations appear on the report.

Category popup - Select a category. If no selection, all categories appear on the report.

From Catalog checkbox - If selected the report is created from the catalog.

From Received POs checkbox - If selected the report is created from received purchase orders.

From date - Report includes received POs from the date entered. If no date is entered, the first received PO in the database is used. This field is enabled for received POs only.

Thru date - Report includes received POs through the date entered. If no date is entered, the last received PO in the database is used. This field is enabled for received POs only.

Labels per item - Enter the number of labels to be printed for each item.

Sort by Category checkbox - If selected, the report is sorted by category by item Id. If not selected the report is sorted by item Id.

Use Item Id checkbox - If selected, the item id is used as the barcode and listed in the barcode column. If not selected, the barcode entered in the catalog screen is used and listed in the barcode column.

Show All checkbox - Enabled when the use item Id checkbox is not selected. If selected, lists all item Ids including those with blank barcode fields.

Received Report

this report displays Item Id, Description, Quantity, and Cost for received purchase order items.

SALES REPORTS

The following shows dialog boxes and a brief description of each sales report.

Sales Report

This report displays Item Id, Description, # Sold, Price, Cost, Tax, To Sell, and On Order for items sold.

Summary checkbox - If selected, the totals for each item are combined and printed on one line. If not selected, totals are printed for each transaction and the transaction number is displayed.

Sales by Customer Report

This report displays Item Id, Description, # Sold, Price, Cost, Tax, To Sell, and On Order for items sold to each customer. It also includes items sold when no customer is specified.

Summary checkbox - If selected, the totals for each item are combined and printed on one line. If not selected, totals are printed for each transaction and the transaction number is displayed.

Sales by Vendor Report

This report displays Item Id, Description, # Sold, Price, Cost, Tax, To Sell, and On Order for items sold grouped by vendor.

Summary checkbox - If selected, the totals for each item are combined and printed on one line. If not selected, totals are printed for each transaction and the transaction number is displayed.

Sales/Stock by Vendor

This report lists all stock items and it includes sales information. It lists item id, description, # sold, total sales, profit, reorder point, reorder quantity, to sell (on hand), and on order values for each item. Because this can be a very lengthly report, it is best to run for a single vendor or single category

Any lines printed red are items that have been deleted from the catalog. If these items are to remain deleted permanently, the quantity in stock probably should be adjusted to zero and the item deleted from stock. Also the item probably should be removed from the vendor items listed in the vendor record.

Sales Tax Report

This report displays date, sold total, taxable total, non-taxable total and collected total for sold items.

Summary checkbox - If selected, daily totals are printed. If not selected, totals are printed for each transaction and the transaction number is displayed.

How Paid Report

This report displays Payment type, Transaction number, date and amount for each payment on sold items.

Summary checkbox - If selected, daily totals are printed. If not selected, totals are printed for each transaction and the transaction number is displayed.

Cash Drawer Report

This report displays Drawer number, date, calculated cash balance, and totals for cash in, check in, card in, charge in, other in, cash out, change out, and other out. The drawer status is also displayed.

OTHER REPORTS

The following reports are primarily reference lists. Most do not have dialog boxes.

Customer - Individual Report

This report is sorted by name. it displays name, home phone, work phone, cell phone and email. The customerIndividual.txt file contains the above plus email2, email3, FTP, URL, Ship Address1, ship address 2, ship city,ship country, and This report is sorted by location, by payment type, and by date. It displays Payment type, Transaction number, date and amount. Same for bill address.

Customer - Company Report

This report is sorted by name. it displays name, phone1, phone2, fax phone and email. The customerBusiness.txt file contains the above plus email2, email3, FTP, URL, Ship Address1, ship address 2, ship city,ship country, and This report is sorted by location, by payment type, and by date. It displays Payment type, Transaction number, date and amount. Same for bill address.

Vendor List

This report is sorted by name. It displays short name, name, phone and city. The Vendors.txt file contains the above plus toll free phone, fax phone, home phone, email1, email2, email3, FTP, URL, ship address1, ship address2, ship city, ship state, ship zip and ship country.

Price List

This report is sorted by category, by item id. It displays Item Id, Description, Selling Unit, and Price.

Category List

This report is sorted by category. It displays a list of category names.