Report numbers don't match what you expect

Figures differ because voided documents are excluded, returns count on the return date, sales and profit use different dates, and some columns follow access.

Who can do this:

Owner, Store Admin, Manager, Supervisor-Approver, Inventory staff, Accountant, Auditor, Viewer (role defaults; the owner can change them)

Every report is calculated from real records in a ledger that can't be edited afterwards; the Reports page says so: Every figure is calculated from actual entries in the ledger, which cannot be edited. Voided transactions are excluded. If a number doesn't match your notes or another screen, it is almost always one of the conditions below.

The period and branch you selected

• Reports open on This month by default; check the period buttons at the top and the Period line that shows the first and last day

• Dates follow the store's time zone

• In a store with several branches, check whether the branch box says All branches or one branch

• Members limited to some branches see one permitted branch at a time

Voided documents and returns

• Voided documents are not counted, except in the Voided column of the staff report

• A return counts on the day of the return, not the day of the sale, so that day's revenue goes down

• A device that is returned or whose sale is voided goes back into stock and drops out of the profit report for the period it was sold in, so last month's report can change

Sales and profit are counted differently

• Daily sales counts by the date of the sale, trade-in and return documents

• True profit per unit counts devices with the status sold, by sale date, after every cost of that device, not just sale price minus purchase price

• Past sales imported from a spreadsheet appear in the true-profit and model reports, but not in daily sales or cash flow

• Cash flow counts only money actually received and paid in every account; imported stock and sales never change cash

Reports that are a snapshot of right now

Stock age, Stock value and Aged stock & what to do have no period buttons. They show Data as of the time you open them, so the numbers change from one day to the next.

Stock age counts from the day the item was received, while Days-to-Sell counts from the day it went into stock ready to sell, so the two numbers differ.

Some columns or figures are missing

• Cost, profit and capital tied up are hidden from people without View cost and profit

• The true-profit and cash-flow reports open only with View financial reports

• The screen shows rows in parts; tap Show more or export a file to see everything. The headline figures at the top always cover every row. See Export reports to Excel or CSV