Reporting
System Reports
Reports are automatically generated from recorded transactions and stock data. This section explains all available reports and who should review them.
Sales Reports
Start with the Daily Cash Flow for a cash overview, then refer to the specific reports for detailed breakdowns.
| Report | What It Shows | Who Reviews It |
|---|
| Daily Cash Flow | Full cash inflow and outflow summary for the day | SP Custodian, Branch Manager |
| Daily Sales – Transaction Count | Number of transactions processed | SP Custodian, Branch Manager |
| Daily Sales – Products | Products sold and units sold | Branch Manager |
| Daily Sales – Mode of Payment | Breakdown by cash, card, and other payment types | SP Custodian, Branch Manager |
| Daily Sales – Category | Sales grouped by product category | Branch Manager |
| Item Return Summary | All product returns processed | Branch Manager, Supervisor |
| Item Replacement Summary | All product replacements processed | Branch Manager, Supervisor |
Daily Cash Flow Report
This is the primary report for daily cash reconciliation. Before generating it, select the Branch and set the Date From and Date To fields. Click View Report to display the data on screen, or Download Report to export it.
Cash PaymentsTotal amount collected from completed sales transactions for the day.
Settled PaymentPayments collected today from previously unsettled transactions.
Less: RefundTotal cash refunded to customers for returned items. Deducted from cash payments.
Add: Replacement DifferenceAny additional amount collected or issued due to product replacements with a price difference.
Total Cash on HandNet cash received after refunds and replacement adjustments.
MayaPayments collected via Maya (e-wallet).
GCash / Bank TransferPayments collected via GCash or direct bank transfer.
CheckPayments received by check.
Total Cash ReceiptsTotal of all payment channels combined for the day.
Cash PaymentCash disbursed or paid out during operations.
Bank Transfer PaymentOutgoing payments made via bank transfer.
Total DisbursementTotal outgoing payments for the day.
Net Cash FlowsTotal Cash Receipts minus Total Disbursement. This is the final cash position for the day.
✅At end of day, the Net Cash Flows figure should match the physical cash count in the drawer plus any non-cash payment records. Report any discrepancies to the Branch Manager immediately.
Daily Sales Report (by Number of Transactions)
Provides a count of the total number of sales made within a specific day. Its primary purpose is to offer a straightforward metric for analyzing sales activity and customer traffic.
Set the Date From and Date To fields. You may also filter by a specific product using the + Add Product button. Click View Report to display on screen, Print Report to print, or Download Report to export.
DateThe date the transaction was processed.
OR NumberThe Official Receipt number assigned to the transaction.
Cart NumberThe internal cart or transaction reference number.
Part NumberThe product number of the item sold.
Product NameThe name of the product sold.
QuantityTotal number of units sold in the transaction.
DiscountTotal discount amount applied to the transaction.
AmountFinal amount charged to the customer after any discounts.
TotalSum of all quantities, discounts, and amounts across all transactions for the selected date range.
Date of PaymentThe date the previously unsettled order was paid.
Order ReferenceThe reference number of the original unsettled order.
Payment MethodThe mode of payment used to settle the order (e.g., cash, GCash).
Date of OrderThe original date the order was created before it was settled.
Customer NameThe name of the customer who settled the order.
TotalTotal amount collected today from previously unsettled orders.
ℹ️If the Unsettled Orders Paid Today section shows 0.00, no previously unsettled orders were settled on that day. This is normal when all transactions were paid in full at the time of sale.
Daily Sales Report (by Products)
Shows the total quantity and total sales amount of each product sold during the day. Sales are consolidated per product.
Set the Date From and Date To fields. Select a Report Type — either Consolidated or Breakdown (see below). You may also filter by specific product using the + Add Product button. Click View Report, Print Report, or Download Report to access the data.
Part NumberThe product number of the item sold.
Product NameThe name of the product sold.
QuantityTotal quantity of units sold for that product within the selected date range.
DiscountTotal discount amount applied across all transactions for that product.
AmountTotal sales amount for that product after discounts.
TotalSum of all quantities, discounts, and amounts across all products for the selected date range.
DateThe specific date each product was sold. Shows individual daily rows instead of a single consolidated total.
Part NumberThe product number of the item sold.
Product NameThe name of the product sold.
QuantityQuantity of units sold for that product on that specific date.
DiscountDiscount amount applied on that specific date.
AmountSales amount for that product on that specific date, after discounts.
TotalSum of all quantities, discounts, and amounts across all rows for the selected date range.
ℹ️Use Consolidated for a quick product-level summary. Use Breakdown when you need to see how sales for each product are distributed across individual dates within the selected range.
Daily Sales Report (by Mode of Payments)
Summary of all sales transactions for a specific day, categorized by how customers paid. The primary purpose of this report is to track and analyze customer payment preferences, manage cash flow, and reconcile daily financial records.
Set the Date From and Date To fields. Select a Report Type (Consolidated or Breakdown) and optionally filter by a specific Mode of Payment. Available payment options are: All, Cash, GCash, Maya, and Check. Click View Report, Print Report, or Download Report to access the data.
Mode of PaymentThe payment method used (e.g., Cash, GCash, Maya, Check). Each method appears as a separate row.
AmountTotal amount collected under that payment method for the selected date range.
TotalCombined total across all payment methods for the selected date range.
DateThe specific date of each payment entry. Shows individual daily rows instead of a single consolidated total.
Payment MethodThe payment method used on that specific date.
AmountTotal amount collected under that payment method on that specific date.
TotalCombined total across all dates and payment methods for the selected range.
ℹ️Use Consolidated to see a single total per payment method. Use Breakdown to see how payments were distributed across each day in the selected range. Use the Mode of Payments filter to isolate a specific payment channel.
Daily Sales Reports – Based on Category
Provides a detailed breakdown of sales performance on a daily basis, organized by product category. This report offers insights into which categories are performing well, identifies trends, and supports inventory and marketing decisions.
Set the Date From and Date To fields. Select a Report Type: either Consolidated or Detailed Breakdown. Click View Report, Print Report, or Download Report to access the data.
StructureDisplays one row per branch. Each product category (Root, Home, Spare Parts, Oil, Batteries, Tires, Helmet) appears as a column pair showing Qty and Amount. The last column pair shows the branch Total (Qty and Amount).
BranchThe branch name. Each branch occupies one row.
Category ColumnsRoot, Home, Spare Parts, Oil, Batteries, Tires, Helmet — each showing total Qty sold and Amount collected for that category at that branch.
Grand TotalSum of all branches across all categories for the selected date range.
StructureGroups results by branch. Within each branch, each row represents a specific date. The same category column pairs apply (Root, Home, Spare Parts, Oil, Batteries, Tires, Helmet). The last column pair shows the Daily Shop Total for that date.
DateThe specific date of sales within the branch section.
Category ColumnsRoot, Home, Spare Parts, Oil, Batteries, Tires, Helmet — each showing Qty and Amount for that category on that specific date.
Total for [Branch]Sum of all dates within that branch for the selected date range.
ℹ️Use Consolidated to compare category performance across all branches in a single view. Use Detailed Breakdown to drill into how each branch's category sales are distributed day by day.
Item Return Summary
Details the volume and value of product returns over a specific period, categorized by item, location, and reason, to analyze return rates and identify trends for improvement.
Set the Date From and Date To fields. Select a Report Type: either Consolidated or Breakdown. You may also filter by specific product using the + Add Product button. Click View Report, Print Report, or Download Report to access the data.
Part NumberThe product number of the returned item.
Product NameThe name of the returned product.
QuantityTotal number of units returned for that product across the selected date range.
AmountTotal value of the returned items for that product.
TotalSum of all returned quantities and amounts across all products for the selected date range.
DateThe specific date each return was processed.
Part NumberThe product number of the returned item.
Product NameThe name of the returned product.
QuantityNumber of units returned for that product on that specific date.
AmountValue of the returned items on that specific date.
TotalSum of all returned quantities and amounts across all rows for the selected date range.
ℹ️Use Consolidated for a product-level summary of total returns. Use Breakdown to see returns recorded on each individual date within the selected range.
Item Replacement Summary
Details the volume and value of product replacements over a specific period, categorized by original item, replacement reason (e.g., defective, wrong size), and cost implications, to monitor product quality and efficiency of the replacement process.
Set the Date From and Date To fields. Select a Report Type: either Consolidated or Breakdown. You may also filter by specific product using the + Add Product button. Click Print Report, View Summary, or Download Summary to access the data.
DateThe date the replacement was processed.
QuantityTotal number of replacement transactions processed on that date.
TotalTotal number of replacement transactions across the selected date range.
StructureEach row shows the original item returned alongside the replacement item issued, with separate quantity and amount columns for each side.
DateThe date the replacement was processed.
Part NumberThe product number of the original item that was returned.
QuantityQuantity of the original item returned.
AmountValue of the original item returned.
Replacement ItemThe product number of the item issued as a replacement.
Quantity (Replace)Quantity of the replacement item issued.
Amount ReplaceValue of the replacement item issued. May differ from the original if there is a price difference.
Grand TotalTotal quantity and amount for both original returned items and replacement items issued across the selected date range.
ℹ️Use Consolidated for a quick daily count of replacement transactions. Use Breakdown to see the full detail of which items were returned and what replacements were issued, including any price differences between the original and replacement item.
Database Reports
| Report | What It Shows | Who Reviews It |
|---|
| Locator Summary | Physical storage location of inventory items by warehouse, rack, row, and box | Branch Manager, SP Custodian |
| Product Info Summary | Full product details including pricing and category | Branch Manager |
| User Summary | List of all system users and their roles | Administrator |
| Customer Summary | Customer records and purchase history | SP Custodian, Branch Manager |
Locator Summary Reports
Serves as a comprehensive record detailing the current physical location of inventory items within a storage facility or across multiple designated areas, providing an overview of where specific products are stored.
Select a Branch (default: All Shops) to filter by a specific branch or view all at once. Click View Report, Print Report, or Download Report to access the data.
Warehouse RefThe name or reference of the warehouse or storage area where the product is located.
Locator CodeA system-generated code that identifies the exact storage location, formatted as Warehouse-Rack-Row-Category (e.g., CALUMPIT-A-1-1-A).
Rack No.The rack identifier within the warehouse where the product is stored.
Row No.The row number within the rack.
Box No.The box or slot number within the row.
CategoryThe product category assigned to that storage location.
Product Info Summary Reports
Serves as a comprehensive record detailing essential information about various products, including their specifications, features, pricing, and other relevant attributes, providing a centralized overview of all product-related data.
Select a Branch (default: All Shops) and optionally enter a Part Number / Barcode to search for a specific product. Click View Report, Print Report, or Download Report to access the data.
Part NumberThe product's part number or barcode reference.
Product NameThe full name of the product.
ModelThe model designation of the product, if applicable.
LocatorThe storage location code for the product within the warehouse. Displays N/A if no locator has been assigned.
Price (Incl. Tax)The selling price of the product inclusive of tax.
Wholesale PriceThe wholesale price of the product.
Min QtyThe minimum stock quantity threshold set for the product. Used to trigger low inventory alerts.
MarginThe peso value difference between the selling price and the wholesale price.
Margin %The margin expressed as a percentage of the selling price.
ActiveIndicates whether the product is currently active in the system. Inactive products will not appear in sales transactions.
User Summary Reports
Serves as a comprehensive overview of user activity, engagement, and key metrics within the system, filtered by the selected branch. This report is accessible to the Administrator only.
Select a Branch (default: All Shops) to filter by a specific branch. Click View Report, Print Report, or Download Report to access the data.
NameThe full name of the system user.
UsernameThe login username assigned to the user.
DepartmentThe branch or department the user is assigned to.
PositionThe user's job position (e.g., Manager, Cashier).
RolesThe system role assigned to the user, which determines their access level (e.g., manager, cashier).
BranchesThe branch or branches the user has access to.
Created AtThe date and time the user account was created in the system.
Last Login AtThe date and time the user last logged into the system.
Customer Summary Report
Provides a consolidated overview of customer purchase activity, showing total orders and amounts paid per customer within a selected branch.
Select a Branch and Report Type (Consolidated or Breakdown). Optionally filter by Customer Code or Part Number / Barcode. Click Print Report (PDF), View Report, or Download Report (XLSX) to access the data.
CodeThe unique customer code assigned to the customer in the system.
Customer NameThe full name of the customer.
First OrderThe date of the customer's first recorded transaction at the branch.
Order CountTotal number of orders the customer has placed at the branch.
Total Amount PaidThe total value of all completed payments made by the customer.
StructureGroups results by customer. Each customer section shows their individual transactions in full detail, with the customer code displayed on the right of the section header.
DateThe date and time of each individual transaction.
Invoice #The invoice or cart reference number for that transaction.
ProductThe name of the product purchased in that transaction line.
QtyQuantity of units purchased in that transaction line.
AmountAmount paid for that transaction line.
ℹ️Use Consolidated for a quick overview of each customer's total activity. Use Transaction Breakdown to drill into the full purchase history per customer, showing every individual transaction and product purchased.
Purchasing Reports
| Report | What It Shows |
|---|
| Purchase Order Summary | Active POs with status: For Validation, Order Validated, or Approved. Does not include Paid or Cancelled POs. |
| Unpaid PO Summary | POs received but not yet marked as paid |
| Overstock Report | Products with stock above the maximum threshold |
| Out of Stock Report | Products with zero remaining stock |
| Low Inventory Stock Report | Products nearing the minimum stock threshold |
| Pending Request Report | Stock requests not yet fulfilled |
Purchase Order Summary Report
Shows a summary of active purchase orders per product, filtered by branch. Only POs with a status of For Validation, Order Validated, or Approved are included. Paid and Cancelled POs are not shown.
Select a Branch to filter results. Click View Report, Print Report, or Download Report to access the data.
ReferenceThe product number of the item included in the purchase order.
Product NameThe name of the product ordered.
[Branch Name]The ordered quantity for the selected branch. Column header shows the branch name (e.g., CTI CALBAYOG).
Total OrderThe total quantity ordered across all active POs for that product.
Total AmountThe total value of all active POs for that product.
StructureWhen Branch is set to All Shops, the report expands into a matrix layout. Each branch appears as its own column showing the ordered quantity for that branch. A Total row at the top summarizes quantities per branch across all products.
ReferenceThe product number of the item ordered.
Product NameThe name of the product ordered.
[Branch Columns]One column per branch (e.g., CTI Allen, CTI Baybay, CTI Borongan...). Each shows the quantity ordered at that branch. Blank means no active PO for that product at that branch.
Total (top row)Sum of all ordered quantities per branch across all products currently in active PO status.
ℹ️This report only reflects active POs (For Validation, Order Validated, Approved). Use the Unpaid PO Summary to track POs that have been received but are pending payment.
Unpaid Purchase Order Summary
Lists all purchase orders that have been received (partially or fully) but not yet marked as paid. Results are grouped by branch, then by individual PO.
No filters are required. Click View Report, Print Report, or Download Report to access the data.
Branch Section HeaderEach branch with unpaid POs appears as a separate section (e.g., CTI ALLEN, CTI BORONGAN).
PO HeaderEach PO within the branch shows: PO Number, Supplier (e.g., Honda Philippines), and PO Date. A status badge on the right indicates the current PO status.
Status BadgeShows the current delivery status of the PO. Examples: Pending Receipt (awaiting delivery), Order Received Completely (fully received, payment pending).
Product #The product number of the item ordered.
Product NameThe name of the product ordered.
QtyQuantity of units ordered in the PO.
PriceUnit price of the product at the time of the PO.
TotalTotal value for that product line (Qty × Price).
SummaryShows total item count and total amount for that PO (e.g., "Summary: 2 item(s) — 200 units — ₱0.00").
ℹ️The Supervisor is responsible for marking POs as Paid once the invoice is settled. Any PO appearing in this report requires follow-up on payment status per company policy.
Overstock Report
Lists products whose current stock quantity exceeds the maximum threshold, indicating overstocked items that may need to be managed or redistributed.
Select a Branch to filter results. Click View Report, Print Report, or Download Report to access the data.
Part NumberThe product number of the overstocked item.
NameThe name of the overstocked product.
Ave P30 SalesAverage daily sales of the product over the past 30 days. Used to estimate how long current stock will last.
Qty on HandCurrent physical stock quantity available at the branch.
Day SupplyEstimated number of days the current stock will last based on the 30-day average sales rate.
Exp. Del.Expected delivery quantity — stock from active POs not yet received.
Exp. Qty on HandExpected quantity on hand after pending deliveries arrive (Qty on Hand + Exp. Del.).
Exp. Day SupplyEstimated days of supply after expected deliveries are received.
ℹ️A high Day Supply or Exp. Day Supply value indicates slow-moving stock. Branch Managers should review overstocked items and consider pausing reorders for those products.
Out of Stock Report
Lists products that have zero or critically low stock based on their average daily sales rate. This report helps identify items that need to be reordered immediately.
Select a Branch to filter results. Click View Report, Print Report, or Download Report to access the data.
Part NumberThe product number of the out-of-stock item.
NameThe name of the out-of-stock product.
Ave P7 SalesAverage daily sales of the product over the past 7 days. Used as the basis for suggested order calculations.
Exp. Del.Expected delivery quantity from active POs not yet received.
Exp. Day SupplyEstimated days of supply once pending deliveries arrive, based on the 7-day average sales rate.
Suggested Day SupplyThe minimum recommended days of stock the branch should maintain for this product.
Suggested OrdersRecommended reorder quantity, calculated as: Ave P7 Sales ÷ 36 days. A product appears in this report when its expected day supply falls below the suggested day supply threshold.
ℹ️A product appears in this report when its Exp. Day Supply is less than the Suggested Day Supply. The Suggested Orders column provides a recommended reorder quantity to bring stock back above the minimum threshold.
Low Inventory Stock Report
Lists products that are approaching critically low stock levels, grouped by branch. Results can be filtered by branch or viewed across all shops at once. A How it works button on the report page explains the computation logic.
Select a Branch (default: All Shops). Click View Report, Print Report, or Download Report to access the data.
Condition 1Exp. Qty on Hand < Minimal Qty — stock plus pending deliveries fall below the minimum quantity threshold set for the product.
Condition 2Day Supply < 7 days — current stock will run out in less than 7 days based on average daily sales.
NoteA product is flagged as low stock when either condition is true. When Branch is All Shops, results are grouped by branch section.
Part NumberThe product number of the low-stock item.
NameThe name of the low-stock product.
Ave P36 SalesTotal units sold in the last 36 days ÷ 36. Represents the average daily sales rate.
Qty on HandCurrent available stock at the branch.
Day SupplyQty on Hand ÷ Ave P36 Sales. Estimated days before current stock runs out.
Exp. Del.Quantity expected from pending or validated supply orders (active POs not yet received).
Exp. Qty on HandQty on Hand + Exp. Del. Projected stock after pending deliveries arrive.
Exp. Day SupplyExp. Qty on Hand ÷ Ave P36 Sales. Projected days of supply after deliveries are received.
Suggested Day SupplyMinimum quantity threshold set per product per branch.
Suggested Ordersmax(0, Minimal Qty − Exp. Qty on Hand). The recommended reorder quantity to bring stock back to the minimum threshold.
✅Review this report daily alongside the Out of Stock Report. Products in this report are approaching critical levels — prioritize them when creating the next Purchase Order.
Pending Request Report
Lists purchase order requests that have been submitted but not yet fulfilled. Results are grouped by branch, then by individual order request.
Select a Branch to filter results. Click View Report, Print Report, or Download Report to access the data.
Branch Section HeaderEach branch with pending requests appears as a separate section (e.g., CTI ALLEN).
Order Request #The reference number of the pending purchase order request.
Date OrderedThe date the order request was submitted.
ReferenceThe product number of the item requested.
NameThe name of the product requested.
Actual OrderThe quantity requested for that product in this order.
Total OrdersTotal quantity requested across all products in that order request.
ℹ️This report shows requests that are still pending fulfillment. Follow up with the Supervisor or DOPOS to confirm the status of any long-outstanding requests.
Inventory Reports
| Report | What It Shows |
|---|
| Stock Audit Report | Physical stock counts vs. system records, with variance and accountability details |
| Stock Transfer Report | History of stock moved between branches, with transfer status and dates |
| Delivery Acceptance Summary | Records of stock received from the supplier, with invoice and VAT details |
Stock Audit Reports
Overview of inventory accuracy and discrepancies between physical stock and system records, highlighting variances, damaged goods, and obsolescence.
Select a Shop and set Date From and Date To. Click View Report, Print Report, or Download Report to access the data.
Shop NameThe branch where the stock audit was conducted.
Audit DateThe date the physical stock count was performed.
Audit CodeThe unique reference code assigned to the audit session (e.g., AUCTI-00517).
Part NumberThe product number of the audited item.
Product NameThe name of the audited product.
System QtyThe quantity recorded in the system before the audit.
Audited QtyThe actual physical count recorded during the audit.
Qty Short/OverThe variance between System Qty and Audited Qty. A negative value means the physical count is less than the system record (shortage); a positive value means more stock was found (overage).
RemarksOptional notes entered during the audit, such as damaged or obsolete items.
Counted ByThe name of the person who performed the physical count.
Checked ByThe name of the Supervisor or approver who verified the audit.
Stock Transfer Reports
Serves as a comprehensive record detailing the movement of inventory between various internal locations, such as different warehouses, retail stores, or distribution centers.
Select a Report Type (default: All), set Date From and Date To, and specify a WH Source and optionally a WH Destination. Click View Report, Print Report, or Download Report to access the data.
Transfer CodeThe unique reference code assigned to the stock transfer (e.g., TC-00000012).
SourceThe branch or warehouse the stock was transferred from.
DestinationThe branch or warehouse the stock was transferred to.
Part NumberThe product number of the transferred item.
Product NameThe name of the transferred product.
QtyQuantity of units transferred.
Reason of TransferThe stated reason for the transfer. Displays N/A if no reason was entered.
StatusCurrent status of the transfer (e.g., Received/Completed).
Date TransferredThe date and time the stock was dispatched from the source branch.
Date ReceivedThe date and time the stock was confirmed received at the destination branch.
Delivery Acceptance Summary Report
Records all stock received from the supplier, with invoice and payment details. Available in two report types.
Select a Report Type (Consolidated or Breakdown) and a Shop. Click View Report, Print Report, or Download Report to access the data.
StructureOne row per delivery acceptance record. Shows invoice-level details for each received PO.
BranchThe branch that received the delivery.
Date ReceivedThe date the delivery was accepted at the branch.
SupplierThe supplier who delivered the goods (e.g., HPI).
Invoice DateThe date on the supplier's invoice.
Invoice #The supplier's invoice reference number.
Invoice AmountThe total amount on the supplier's invoice.
Vatable AmountThe portion of the invoice amount subject to VAT.
VATThe VAT amount computed on the vatable portion.
Due DateThe payment due date for the invoice.
Order Request #The PO reference number linked to this delivery.
StructureEach delivery record expands to show a full product-level breakdown of items received within that delivery, with an additional sub-table per record.
Part NumberThe product number of the item received.
NameThe name of the received product.
LocatorThe storage location assigned to the product within the warehouse.
Selling PriceThe selling price of the product at the time of delivery.
QtyQuantity of units received for that product.
TotalTotal value for that product line (Selling Price × Qty).
✅Best Practice: Reports should be reviewed at the end of each business day. The Branch Manager is responsible for ensuring daily reports are checked before closing operations.