Zeyto Academy · Advanced · Module 8
Reports and analysis
Find, filter, save and export reports; read sales, stock, ledger, ageing and VAT reports; use dashboards; and catch mistakes with tie-outs.
You will be able to
- Find and run any report and read its tiles and TOTAL row
- Use filters, columns, grouping and saved views correctly
- Pick the right sales, purchase, stock, ledger, ageing or VAT report for a question
- Export and share reports and set up the Daily Owner Report
- Read the business health score and catch errors with tie-outs, Data health and the Exception Centre
The report hub: finding and running reports
- Reports only read; running or exporting one changes nothing.
- Search, Ctrl+K, Favourites and Recent get you to a report quickly.
- Zeyto remembers each report's last filters on this computer, so check the dates before reading.
- F1 explains the open report.
Filters, columns, grouping and saved views
- Quick buttons FY to date and This quarter are calendar-based; type fiscal dates yourself.
- Group by above the grid adds subtotals; Group by in the filter card changes the figures returned.
- A column filter hides the TOTAL row, and exports follow the visible rows.
- Saved views live on this computer only.
Sales and purchase reports
- Sales Register Status starts on All, so drafts and cancelled invoices are in the totals.
- Sales Analysis revenue excludes VAT; Gross Profit by Line sales include VAT, so margins differ.
- Sales Analysis and Purchase Analysis need permission to see cost, and their Branch filter is currently empty.
- Purchase Analysis Variance vs Last is Avg Rate minus Last Rate.
Stock and ledger reports
- Stock Balance & Valuation has no date; use Period Movement for a past date.
- Stock Ledger / Movement shows every movement, with reversing rows for cancelled or amended documents.
- General Ledger and Account Statement begin each account with an OB opening line.
- Clicking a row opens a document list, not the document; search by number.
Receivables, payables and VAT reports
- Outstanding (bill-wise) is the invoice-level collection worklist; Aging shows buckets per party.
- Receivables Health adds DSO, DPO, collection effectiveness and payment behaviour.
- VAT Return (VAT 201) reports a calendar month; VAT Ledger and Box Summary give the detail behind each box.
- Lines with no VAT code appear in no box and the report does not warn you.
Exporting and sharing reports
- Exports contain the visible columns and rows, the filters used and a totals row.
- Reports have no Print button; export a PDF and print it, or use Email PDF.
- Check the currency before sharing totals, because some reports add document currencies as they are.
- The Daily Owner Report is built from posted data and WhatsApp is opened for you to send.
Dashboards and the owner overview
- Business Overview has five tabs that share one date range; each figure appears once.
- The health score is five weighted measures: 25, 20, 20, 20 and 15.
- Not available is left out of the score, never counted as zero.
- The Finance Dashboard checks that debits equal credits and that the cash flow ties out.
Spotting errors with reports
- A tie-out compares two reports that should agree; a gap is a clue.
- Data health checks balance, parties, stock, VAT and numbering without changing anything.
- The Exception Centre ranks problems by money at stake; Resolve and Mute take the row off the list.
- Posting Trail shows everything one document posted, with a Balanced check.
The report hub: finding and running reports: key table
| Question | Report to start with |
|---|---|
| Where do my sales and profit come from? | Sales Analysis |
| Who owes me money, and since when? | Aging, then Outstanding - Customer (bill-wise) |
| Do the books balance? | Trial Balance, Data health |
| What did one document post? | Posting Trail |
| What do I hold in stock and what is it worth? | Stock Balance & Valuation |
| What will my VAT return say? | VAT Return (VAT 201) |
Dashboards and the owner overview: key table
| Measure | Weight | How full or no points are given (per Zeyto's help) |
|---|---|---|
| Sales momentum | 25 | Growth of 20% or more: full. No change: 60% of points. A fall of 30% or more: none |
| Gross margin | 20 | Up 2 points or more: full. Unchanged: 70%. Down 5 points or more: none |
| Cash cover | 20 | Three months of outgoings in cash and bank: full. Overdrawn: none |
| Receivables quality | 20 | 10% or less of receivables overdue: full. 50% or more: none |
| Stock health | 15 | 5% or less of stocked items at or below reorder level: full. 40% or more: none |
Spotting errors with reports: key table
| Compare | With | A gap usually means |
|---|---|---|
| Trial Balance Closing Dr | Closing Cr | Damaged data; call support |
| Party Balance Summary total | Trade Receivables in the Trial Balance | Entries with no party, or a party of Kind BOTH, which the summary leaves out |
| Goods Received Not Invoiced total | Account 2150 in the Trial Balance with no filter | A filter left on the report |
| VAT Box Summary box subtotal | The same box in VAT Return (VAT 201) | A branch limit, wrong direction or missing party |
| VAT Return (VAT 201) | VAT Return worksheet | A calendar month against a tax period |
| Cash Flow Net change in cash | Actual cash movement | Something to take to your accountant |