Introduction

This document describes the function and purpose of each of the standard online reports accessible from the ‘Reports’ section of the Claritum System.

The reports are designed to focus on key aspects of system activity and provide the means for the user to view the report content on-screen for immediate reviewing and also to be downloaded for further manipulation and subsequent formatting using ‘offline’ tools such as Microsoft Excel or Microsoft Access.

For more detailed reporting requirements, including the ability to create and publish your own reports online, please refer to Claritum’s Business Intelligence solution.

Reports

'Work In Progress'

This report lists all the current job-parts together with the monetary values for each part.
Note that this only relates to Job Bags. It does not include stock orders that are in the process of being picked/packed.

The following conditions need be met for a project to appear on this report :

A customer order has been received for the part and at least 1 supplier order (PO) has been sent.
The job has not been marked as ‘closed’.
All of the sales invoicing has NOT been issued (i.e. there are still sales invoices pending for this job).
Not all of the supplier invoices have been received.

Options

Option	Purpose
Date Range	Set the date range to find jobs that were either ordered or delivered within.
Customer	Select which customer or range of customers to report on.
Order Date / Delivery Date	Whether to search for jobs that were ordered within the date range or to be delivered within the date range.

Output

Column	Description
Job Ref	The job reference.
Job Part Ref	The job part reference.
PO	The purchase order entered when placing th eorder
Job Part Status	The status of the job part
Customer	The customer.
Customer Member	The end user who placed the order.
Title	The title of the job part.
Quantity	The quantity ordered
Costs to date	The total of the authorised supplier purchase orders for the part.
Quoted Price	The ‘sale’ value currently showing on the jobbag.
Rep Code	The ‘rep-code’ of the ‘rep’ associated with the job’s Customer.
Order Date	The date the job part was ordered.
Delivery Date	The date the job part will be delivered.
Customer Invoiced	Date the customer invoice was issued
Suppliers Invoiced	The most recent date a supplier invoice was received

'Finished Jobs'

A breakdown of the finished jobs and the profits/percentages earned on them.

Note that this only relates to Job Bags. It does not include any Stock Orders that have been shipped.

A ‘finished’ job is defined as:

All parts have been ordered
All sales invoices have been issued
All supplier invoices have been received.

Options

Option	Purpose
Invoice Date	Find the last invoice that falls within this date range.
Customer	Select which customer or range of customers to report on.

Output

Column	Description
Job Ref	The job reference.
Customer	The customer.
Customer Member	The end user who placed the order.
Job Title	The title of the job.
Total Sale	Total value of sales invoices for the job.
Total PO	The total value of supplier POs for the job.
Total Supplier Invoice	The total value of the supplier invoices received for the job.
Profit	The profit for the job-part (i.e. ‘Total Sale’ – ‘Total Supplier Invoice’).
Profit Margin	The profit ‘margin’.
Rep code	The ‘rep-code’ of the ‘rep’ associated with the job’s Customer.
Invoice date	The date of the latest sales invoice.

'Supplier Orders'

Analyses the spend with each supplier across all jobs and the status of the supplier invoicing.

Options

Option	Purpose
Date Range	Find jobs that were ordered by the customer within this date range.
Supplier	Which supplier (or suppliers) to include in the report.

Output

Column	Description
Name	Supplier name.
Job Number	The job reference number.
Unauthorised	Value of POs awaiting approval to the supplier for the job.
Authorised	Value of POs sent to the supplier for the job.
Activities Completed	PO value of the activities completed by the supplier for the job.
Invoice Received	Value of the supplier invoices received.
VAT	VAT value of the supplier invoices received.
Nominal Ledger Code	Supplier’s nominal ledger code.

'Sales Report'

Summarises the costs and sales broken down by Customer, Member, Rep-Code or Account Manager and optionally by type (either ‘Stock’ or ‘Jobs’ or both). It includes summaries of the costs, the sales, the profit and the margin.

Note: This report shows the PO value for the ‘costs’ where the supplier invoicing has not yet been received. Supplier invoices received (for a different value than expected by the PO) after running this report will show different ‘costs’ the next time this report is run.

Only stock orders and jobs where all invoices are issued and no job-parts are left un-ordered are included in this report.

Options

Option	Purpose
Invoice Date	The date for the final invoice for the stock order or job.
Customer	Which customer (or customers) to include in the report.
Type	The type of order. Options are: All Jobs only (i.e. bespoke print) Stock only
Group By	How to group the results. Options are: Customer Member Rep Code Account Manager

Output

Column	Description
Customer / Member / Rep Code / Account Manager	As appropriate.
Type	‘Job’ or ‘Stock’
Costs	The total purchase order value against jobs order the total cost of the stock ordered for the customer for the month.
Sales	The total NET sales invoices for the period.
VAT	The VAT for the Sales Invoices.
Profit	The total profit for the period.
Margin	The total margin for the period.

'Stock Levels'

This report details the current availability of stock items for the customer.

The current availability is defined as the quantity physically in stock minus the quantity of orders currently pending or in progress.

Options

Option	Purpose
Customer	The customer (or customers) to include in the report.
Category	The category to include in the report (select 'Home' for all items)

Output

Column	Description
Customer	The customer.
Category	The category the items is in
Stock Item	The stock item name.
Stock Code	The stock item code.
Warehouse	The ‘Warehousing’ supplier holding the item.
Location	The warehouse location.
Min Stock	The minimum stock availability threshold.
Reorder	The recommended quantity for immediate reordering (i.e. where the item’s current availability is below the minimum).
Stock Level	The quantity available for ordering.
Back Order	The quantity of this item currently on back order.
Items per box	The box quantity of the stock item.
Available Stock	The number of units available for ordering.
Avail. Boxes	The number of boxes available for ordering
Current Stock	The number of units currently in the warehouse (ie, includes items ordered but not yet picked)
Current Boxes	The number of boxes currently in the warehouse
Back Order	The number of units currently on back order.
Back Order Boxes	The number of boxes currently on back order
Stock Value	The ‘sale’ value of the stock available for ordering.

'Sourcing'

Summarises minimum, maximum, average and selected supplier costs for each ordered job

Options

Option	Purpose
Customer	The customer (or customers) to include in the report.
Date Range	Find jobs that were ordered by the customer within this date range.

Output

Column	Description
Customer	The customer.
Member	The customer member.
Quote Ref	The quote reference number.
Title	The job part title
Created	The date the quote was created
Quoted	The date the quote was sent to the customer.
Ordered	The date the job was placed.
Suppliers	The suppliers selected for this quote.
Max Cost	The highest cost a supplier quoted.
Avg Cost	The average of all the supplier's quotes.
Min Cost	The lowest cost a supplier quoted.
Selected Cost	The chosen supplier's cost.

'Stock Orders'

This report shows a list of Despatched Stock Orders.

Options

Option	Purpose
Date Ordered	Find stock orders that were ordered by the customer within this date range.
Customer	The customer (or customers) to include in this report
Member	The customer member (or members) to include in this report.
Item	The stock item (or items) to include in this report.

Output

Column	Description
Customer	The customer.
Cost Centre	The cost centre for this order.
Member	The customer member.
PO	The 'po' order reference for this customer.
Order Ref	The stock order reference
Order Date	The stock order date.
Delivery Date	The delivery date.
Despatch Date	The despatch date.
FAO	The FAO chosen for the delivery address.
Company	The Company part of the address.
Street	The Street part of the address
City	The City part of the address
County	The County part of the address
Post Code	The Post Code part of the address
Country	The Country part of the address
Despatch Carrier	The carrier used for the delivery
Delivery Ref	The carrier's delivery reference
Item Code	The stock item code
Item Description	The stock item description
Unit Price	The unit price of the stock item
Quantity	The quantity ordered
Num Boxes	The number of boxes ordered, if this item is ordered in terms of boxes
Value	The value of the ordered quantity
Delivery Cost	The cost for this delivery
Delivery Sale	The sale price for this delivery

'Supplier Performance'

Summarises supplier ratings and performance.

Options

Option	Purpose
Date Range	Find jobs that were ordered by the customer within this date range.
Supplier	The supplier (or suppliers) to include in this report

Output

Column	Description
Supplier	The supplier.
Jobs Quoted	The number of jobs the supplier quoted for.
Jobs Won	The number of jobs the supplier won.
Quality	The average Quality rating the supplier received.
On Schedule	The average On Schedule rating the supplier received.
On Budget	The average On Budget rating the supplier received.
Quality Ranking	The ranking by Quality of the supplier within this report.
On Schedule Ranking	The ranking by On Schedule of the supplier within this report.
On Budget Ranking	The ranking by On Budget of the supplier within this report.

'Invoiced Jobs'

The report relates to Job Bags invoices and does not include any Stock Orders that have been shipped. The Invoiced Job report lists all invoice line items where customer invoice was issued.

Options

Option	Purpose
Date Range	Set the date range to find jobs bags invoices per date
Customer	Select which customer or range of customers to report on

Output

Column	Description
Invoice Date	The date of the latest sales invoice
Invoice Number	The number of Invoice
Job Ref	The job reference
Job Part Ref	The job part reference
Job Title	The title of the job part.
Job Part Title	The job part title
Administrator	This can be Account Manager
Cost Centre	The cost centre for this order
Customer Member	The customer member
Customer	The customer
PO	The 'po' order reference for this customer.
Quantity	The quantity ordered
NET	The NET value for invoice line
Tax	The VAT for the Sales Invoice line
Gross	The gross value for invoice line

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