Reports — Understanding Your Business Numbers
Reports are your window into how your business is performing. Actuary POS Software includes over 30 built-in reports covering sales, purchases, stock, expenses, taxes, and more. This guide explains each report and what it tells you.
What You'll Learn
- Where to find reports
- What each report shows
- How to filter and export reports
- How to use reports for better business decisions
How to Access Reports
- Go to Reports from the left sidebar.
- You'll see all available reports organised into categories.
- Click any report to open it.
- Use the date filter and other options at the top to focus on what you need.
- Most reports can be exported to Excel, CSV, PDF, or printed directly.
📸 [Screenshot: The Reports menu showing all report categories]
Business & Profit Reports
Profit & Loss Report
Shows your overall business performance — are you making money or losing it?
- Total Sales minus Cost of Goods Sold = Gross Profit
- Gross Profit minus Expenses = Net Profit
📸 [Screenshot: The Profit & Loss report showing totals and net profit]
💡 Tip: Run this report monthly to track your business health over time.
Purchase & Sell Report
A combined view of all purchases and sales, with totals and difference calculations. Useful for getting the big picture.
Sales Reports
All Sales Report (Sale Invoices)
A list of every sale with:
- Invoice number, date, customer, total, payment status
- Filter by date, customer, payment status, or location
Product Sell Report
See which products are selling and how much:
- Product name, quantity sold, total revenue
- Filter by product, category, brand, or date range
Sell Payment Report
Track all payments received from customers:
- Payment date, amount, method, reference
- Helpful for reconciling bank statements
Sales Analysis
Compare sales across time periods, products, or locations to spot trends.
Trending Products
Discover your best-selling products over any time period. Use this to make sure you always have popular items in stock.
📸 [Screenshot: The Trending Products report showing top sellers]
Purchase Reports
Product Purchase Report
See what you've been buying:
- Product name, quantity purchased, total cost
- Filter by supplier, category, or date
Purchase Payment Report
Track all payments made to suppliers:
- Payment date, amount, method, reference
Stock Reports
Stock Report
The most important stock report — shows current stock levels for every product:
- Product name, SKU, current stock, stock value
- Filter by location, category, brand
📸 [Screenshot: The Stock Report with location filter]
Stock Value Report
Shows the total financial value of your stock — useful for accounting and insurance.
Stock Reorder Report
Lists all products that are below their reorder level and need to be restocked.
Stock Expiry Report
Shows products approaching or past their expiry date. Only available if expiry tracking is enabled.
Lot Report
Track products by lot/batch number — see which batch went to which customer.
Stock Adjustment Report
View all stock adjustments, including the reason and value of each.
Stock Transfer Report
Track all transfers between your locations.
Expense Reports
Expense Report
See all your business expenses:
- Broken down by category with totals
- Filter by date range, category, or location
- See trends in your spending
📸 [Screenshot: The Expense Report with category breakdown chart]
Tax Reports
Tax Report
Summary of all tax collected and paid:
- Tax collected on sales (output tax)
- Tax paid on purchases (input tax)
- Net tax payable or refundable
💡 Tip: Use this report when filing your tax returns. It gives you all the numbers you need.
GST Reports (India)
If you're in India with GST enabled:
- GST Sales Report — Sales with GST breakdown
- GST Purchase Report — Purchases with GST breakdown
POS Reports
Register Report
Shows details for each cash register session:
- Opening amount, sales totals, payments by method, closing amount
Sales Representative Report
See sales performance by staff member — who's selling the most?
Service Staff Report
Track performance of service staff (restaurant/hospitality).
Table Report
For restaurants — see revenue and order counts by table.
Other Reports
Activity Log
Track who did what in the system:
- User actions (login, create, edit, delete)
- Timestamp and details
- Useful for security and auditing
Contacts Report
Summary of customer and supplier accounts — total sales/purchases, outstanding balances.
Customer Groups Report
Performance breakdown by customer group (e.g., retail vs. wholesale).
How to Export Reports
Most reports include export buttons at the top:
| Button | What It Does |
|---|---|
| Excel | Downloads the report as an Excel spreadsheet |
| CSV | Downloads as a simple text file (comma-separated) |
| Downloads as a formatted PDF document | |
| Opens the print dialog for your printer | |
| Column Visibility | Show or hide specific columns |
📸 [Screenshot: The export buttons at the top of a report]
Settings & Options
| Setting | What It Does | Where to Find It |
|---|---|---|
| Date Range Defaults | Set default time periods for each report type | Settings → Business Settings → Date Range |
| Financial Year Start | When your financial year begins | Settings → Business Settings → Business |
| Reports Module | Enable or disable the Reports feature | Settings → Business Settings → Modules |
Common Questions
Q: Why are some reports empty? A: Check the date filter — it might be set to a period with no transactions. Also, make sure you have the right permissions to see report data.
Q: Can I schedule automatic reports? A: Currently, reports are available on-demand. Export them regularly and save for your records.
Q: Who can see reports? A: Only users with the "Reports" permission can access the Reports section. Administrators control this through role-based permissions.
Tips & Best Practices
- 📌 Review Profit & Loss at least monthly to track business health
- 📌 Check Trending Products weekly to keep top sellers in stock
- 📌 Use the Stock Reorder Report to create your next purchase order
- 📌 Export the Tax Report before each tax filing deadline
- 📌 Review the Activity Log if you suspect any unusual activity
- 📌 Use date range filters to compare performance across months or years