Reports Management

Reports in simpleBillBook provide valuable insights into your business performance, helping you make data-driven decisions. This guide covers all available reports, how to generate them, and how to interpret the data for better business management.

Overview of Reports

Reports help you:

• Track Performance: Monitor sales, purchases, and profitability
• Comply with Regulations: Generate GST-compliant tax reports
• Manage Inventory: Track stock levels and movements
• Control Costs: Analyze expenses and identify savings opportunities
• Make Decisions: Base business decisions on accurate data

Reports Dashboard

To access reports:

1. Navigate to Reports from the main sidebar
2. You'll see the main reports menu categorized by business function

Figure 1: Reports dashboard showing all available report categories

Reports Categories:

Sales & Tax Reports

• GST Sales (With HSN)
• HSN Wise Sales Summary
• Sales Summary
• GST Purchase (With HSN)
• Expense Summary

Inventory Reports

• Stock Summary
• Stock Detail Report
• Sales And Purchase Summary
• Rate List Of Products

Sales & Tax Reports

1. GST Sales Report (With HSN)

Figure 2: GST Sales report with HSN code details

Purpose: Generate GST-compliant sales reports with HSN code classification for tax filing.

Report Columns:

Column	Description
Date	Invoice date
Invoice No	Unique sales invoice number
Party GSTIN	Customer's GST Identification Number
Party Name	Customer name
Item Name	Product or service sold
HSN Code	Harmonized System of Nomenclature code
QTY	Quantity sold
Price/Unit	Selling price per unit
SGST	State Goods and Services Tax amount
CGST	Central Goods and Services Tax amount
IGST	Integrated Goods and Services Tax amount
Amount	Total invoice amount

Features:

• Select A Date Range: Filter by custom date period
• Search: Find specific transactions
• Export PDF: Generate printable PDF report

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2. HSN Wise Sales Summary

Figure 3: Sales summary grouped by HSN code

Purpose: Summarize sales by HSN code for tax classification and reporting.

Report Columns:

Column	Description
HSN Code	Harmonized System of Nomenclature code
Item Name	Product name
QTY	Total quantity sold
Price Value	Total sales value before tax
Taxable Value	Value on which tax is calculated
SGST	Total State GST collected
CGST	Total Central GST collected
IGST	Total Integrated GST collected
Total Tax Amount	Sum of all taxes

Use Cases:

• GST return filing
• Tax liability calculation
• Product category performance analysis

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3. Sales Summary Report

Figure 4: Sales summary report by customer and date range

Purpose: Track and analyze sales transactions with customer-wise details, due dates, and payment status.

Report Columns:

Column	Description
Date	Invoice date
Invoice Number	Unique sales invoice identifier
Customer Name	Customer name
Due Date	Payment due date
Amount	Total invoice amount
Balance Amount	Outstanding balance to be paid
Status	Payment status (Paid, Unpaid, Partial)

Features:

• Choose A Customer: Filter sales by specific customer
• Select A Date Range: Filter by custom date period
• Search: Find specific invoices or customers
• Export PDF: Generate printable sales summary report

Use Cases:

• Track customer-wise sales performance
• Monitor outstanding receivables
• Identify overdue payments
• Analyze sales trends over time
• Prepare customer statements

Business Insights:

• Which customers generate the most revenue
• Payment patterns and delays by customer
• Seasonal sales variations
• Average collection period

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4. GST Purchase Report (With HSN)

Figure 5: GST Purchase report with HSN code details

Purpose: Track purchases with GST details for input tax credit claims.

Report Columns:

Column	Description
Date	Purchase date
Purchase No	Unique purchase entry number
Vendor GSTIN	Vendor's GST Identification Number
Vendor Name	Vendor/supplier name
Item Name	Product purchased
HSN Code	HSN classification code
QTY	Quantity purchased
Price/Unit	Purchase price per unit
SGST	State GST paid
CGST	Central GST paid
IGST	Integrated GST paid
Amount	Total purchase amount

Features:

• Date Range Filtering: Select custom period
• Search: Find specific purchases
• Export PDF: Download for records or tax filing

Importance:

• Claim input tax credit
• Reconcile with vendor statements
• Track GST paid on purchases

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5. Expense Summary

Figure 6: Expense summary report by category

Purpose: Track and analyze business expenses by category.

Report Columns:

Column	Description
Expense Number	Unique expense entry identifier
Expense Date	Date expense was incurred
Category	Expense category (e.g., digital, home appliance)
Quantity	Number of items or units
Total Amount	Total expense value

Features:

• Choose A Category: Filter by specific expense category
• Date Range: Select reporting period
• Search: Find specific expense entries
• Export PDF: Generate expense report

Analysis:

• Identify major expense categories
• Track spending patterns over time
• Budget vs. actual comparison
• Tax deduction preparation

Inventory Reports

1. Stock Summary Report

Figure 7: Current stock position with quantities and values

Purpose: Get a snapshot of current inventory levels and stock value.

Report Columns:

Column	Description
Item Name	Product name
Item Code	Unique product identifier
Purchase Price	Cost price per unit
Selling Price	Retail price per unit
Stock Quantity	Current available quantity
Stock Value	Total value of current stock (Qty × Purchase Price)

Sample Data:

Item Name	Item Code	Purchase Price	Selling Price	Stock Qty	Stock Value
micro oven	01	₹8,000.00	₹9,000.00	5	₹40,000.00
dishwasher	2	₹13,000.00	₹14,000.00	10	₹1,30,000.00
home theatre	112	₹5,000.00	₹8,000.00	5	₹25,000.00
tablet	23	₹25,000.00	₹30,000.00	2	₹50,000.00
ac	111	₹50,000.00	₹60,000.00	6	₹3,00,000.00
ref	33	₹50,000.00	₹60,000.00	5	₹2,50,000.00

Use Cases:

• Inventory valuation
• Reorder planning
• Capital tied up in inventory
• Profit margin analysis

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2. Stock Detail Report

Figure 8: Detailed stock movement history for specific products

Purpose: Track stock movements and transaction history for individual products.

Report Columns:

Column	Description
Date	Transaction date
Transaction Type	Purchase, Sale, Return, Adjustment
QTY	Quantity added or removed
Closing Stock	Balance after transaction
Reference No.	Invoice, purchase, or order number

Features:

• Choose A Product: Select specific item to analyze
• Search: Find specific transactions
• Export PDF: Download movement history

Analysis:

• Identify fast-moving vs. slow-moving items
• Track stock receipt and issue patterns
• Audit inventory transactions
• Investigate stock discrepancies

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3. Sales And Purchase Summary

Figure 9: Comparison of sales and purchase quantities by product

Purpose: Compare sales volume against purchase volume for each product.

Report Columns:

Column	Description
Item Name	Product name
Item Code	Unique product identifier
Sale Quantity	Total units sold in period
Purchase Quantity	Total units purchased in period
Difference	Sale Qty - Purchase Qty (net position)

Features:

• Date Range Selection: Filter by custom period
• Search: Find specific products
• Export PDF: Generate comparative report

Business Insights:

• Identify best-selling products
• Detect stock shortages or excess
• Plan purchasing based on sales velocity
• Calculate stock turnover rate

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4. Rate List of Products

Figure 10: Complete price list of all products

Purpose: Generate a comprehensive price list for all products with selling prices.

Report Columns:

Column	Description
Item Name	Product name
Item Code	Unique product identifier
Selling Price	Current retail price

Sample Data:

Item Name	Item Code	Selling Price
ac	111	₹60,000.00
dishwasher	2	₹14,000.00
home theatre	112	₹8,000.00
laptop	04	₹25,000.00
macbook	60	₹70,000.00
micro oven	01	₹9,000.00
mobile	22	₹40,000.00
ps5	44	₹45,000.00
ref	33	₹60,000.00
tablet	23	₹30,000.00
tv	11	₹25,000.00
washing machine	55	₹60,000.00

Use Cases:

• Share price list with customers
• Train sales staff on pricing
• Audit price consistency
• Prepare catalogs and quotations

Common Report Features

Date Range Selection

Most reports include date range filters allowing you to:

• Select predefined periods (Today, This Week, This Month, This Quarter, This Year)
• Set custom start and end dates
• Compare periods (Month-over-Month, Year-over-Year)

Search Functionality

• Search across all columns
• Find specific transactions, customers, vendors, or products
• Filter by keywords or exact matches

Customer Filtering

Reports like Sales Summary allow filtering by:

• Specific customer to view their transaction history
• All customers for complete overview
• Customer groups or categories

Export Options

• Export PDF: Generate formatted PDF reports for printing or sharing
• Format may include company logo, headers, and footers
• Professional presentation for clients or tax authorities

Best Practices for Report Generation

1. Regular Reporting Schedule

• Daily: Quick sales and cash position
• Weekly: Sales trends, stock movement
• Monthly: Complete financial and GST reports
• Quarterly: Business performance review
• Annually: Annual summary for tax filing

2. Data Accuracy

• Ensure all transactions are entered correctly
• Reconcile reports with bank statements
• Investigate and correct discrepancies promptly
• Maintain clean master data (HSN codes, product details)

3. Report Interpretation

• Understand what each metric represents
• Compare against historical data for trends
• Look for anomalies or unusual patterns
• Share insights with relevant team members

4. Documentation

• Save critical reports for audit trail
• Maintain organized report archive
• Document report definitions and calculations
• Note any adjustments or corrections

5. Compliance

• Ensure GST reports match filed returns
• Retain reports as required by tax laws
• Generate reports before tax due dates
• Verify HSN code accuracy

Integration with Other Modules

Sales Module:

• GST Sales Report: Pulls data from sales invoices
• Sales Summary: Aggregates customer-wise sales data
• HSN Summary: Aggregates by product classification
• Rate List: Uses current selling prices

Customer Management:

• Sales Summary: Links to customer profiles
• Customer Filtering: View sales by specific customer
• Outstanding Tracking: Monitor customer balances

Purchase Module:

• GST Purchase Report: Uses purchase entry data
• Input Tax Credit: Tracks GST paid on purchases

Inventory Module:

• Stock Summary: Real-time inventory position
• Stock Detail: Transaction history by product
• Sale vs. Purchase: Comparative analysis

Expense Module:

• Expense Summary: Categorized expenditure tracking

Common Scenarios and Solutions

Scenario 1: Preparing for GST Return Filing

Solution:

1. Generate GST Sales (With HSN) report for the tax period
2. Generate HSN Wise Sales Summary for classification
3. Generate GST Purchase (With HSN) report for input tax credit
4. Verify totals against GSTR-1 and GSTR-3B requirements
5. Export PDF for records and audit trail

Scenario 2: Monthly Business Review Meeting

Solution:

1. Run Sales Summary for month-over-month comparison
2. Filter by customer to identify top clients
3. Generate Expense Summary by category
4. Check Stock Summary for inventory health
5. Prepare Rate List for pricing review
6. Export all reports to PDF for presentation

Scenario 3: Customer Account Statement

Solution:

1. Navigate to Sales Summary report
2. Select specific customer from "Choose A Customer" dropdown
3. Set appropriate date range
4. View all invoices with due dates and balances
5. Export PDF to share with customer

Scenario 4: Stock Audit and Reorder Planning

Solution:

1. Run Stock Summary to identify low-stock items
2. Generate Sales And Purchase Summary for movement analysis
3. Check Stock Detail Report for fast-moving items
4. Create purchase orders based on data

Scenario 5: Overdue Payment Tracking

Solution:

1. Generate Sales Summary report
2. Filter by date range
3. Sort by due date and balance amount
4. Identify customers with overdue invoices
5. Initiate collection follow-up

Scenario 6: Expense Control Review

Solution:

1. Generate Expense Summary by date range
2. Filter by category to identify high-cost areas
3. Compare with previous periods
4. Investigate significant increases
5. Implement cost control measures

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