Invoice Summary

Invoice Summary

Invoice Summary Report Overview

The Invoice Summary Report shows invoice-related information in a summarized format. At first glance, this report displays the total Invoice Amount, Surcharge Amount, Misc Fee, Prepaid Sales Tax, Supplier Deposit, and Total Amount. You can view further details if required. You can use various filters and sorting functionalities as per your requirements.

In this article, you will see:

  1. Generating the Invoice Summary Report for the selected date range.
  2. How to apply the custom filter and other filter options to filter the records in the Invoice Summary Report.

Reaching the Invoice Summary Report  

To reach the "Invoice Summary Report," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Reports
  4. Step 4: Choose Inventory Reports
  5. Step 5: Choose Invoice Summary 
Figure A shows how to select the Invoice Summary report by clicking the Choose Report drop-down menu. 


Figure A

Once you click "Invoice Summary," you will be redirected to the Invoice Summary Report screen, where you can see relevant filtering and sorting options.


Figure B

1. Generating the Invoice Summary Report

To generate the Invoice Summary Report, follow the steps below. (See Figure B above.)
  1. Navigate to Inventory Report and select Invoice Summary Report from the Choose Report drop-down.
Please follow the steps below to generate the Invoice Summary Report: 
  1. Select the date range and click "Generate Report" to view the invoice report for all vendors and locations.
  2. You can use the filters to view the invoice summary for specific vendors. You can also use the Group by Location and Checkbox filters as per your requirements. Points 2, 3, and 4 explain more about these filters. 
  3. Click "Generate Report" whenever you change your selection in any field to view the updated report. 
When you click the "Generate Report" button after selecting the date range, the system will show the summary of all invoices, as shown in the image below. You can use the filters as per your requirements, to be more specific. 

Figure C

Check the Show Details checkbox and click the "Generate Report" button again to view the detailed summary report, as shown in Figure D.  


Figure D

Fields:
  1. Store: Name of the store.
  2. Invoice #: This column displays the invoice number on which the ordered product(s) are listed. 
  3. Invoice Date: This column displays the invoice date shown on the invoice. 
  4. Applied Date: This column displays the date on which the invoice was applied to your system.
  5. Vendor: This column displays the name of the vendor for whom the Invoice Summary Report is for.  
  6. Invoice Account: This is the total number of items on the invoice.
  7. Surcharge Amount: This column displays the surcharge amount, if there is any.
  8. Misc Fee: This column displays the miscellaneous fees, if any, applied to the items listed on the invoice.
  9. Prepaid Sales Tax: This column displays the amount of prepaid sales tax, if there is any.
  10. Supplier Discount: This column displays the retailer's discount from the vendor. This amount may reduce the total invoice cost but doesn't affect the item's last cost.
  11. Supplier Deposit: This column displays the deposit fee for that vendor's part. This amount may inflate the total invoice cost but doesn't affect the item's last cost.
  12. Total Amount: This field displays the total amount, including all the item prices, fees, taxes, and surcharges.
  13. Applied: This field helps identify whether the particular invoice is applied or not.

2. Filter Options:

FTx Cloud POS provides you the flexibility to view the Invoice Summary Report records as per your needs using various filter options. You can use any single or combination of multiple filters to configure the report per your specific requirements.  

2.1 Custom Filters 

The Custom Filter enables you to select a specific parameter (filter) to get the desired records in the Invoice Summary Report. You will find the two options in the Filter By drop-down selection:
  1. Show All: By default, this option will be pre-selected. It considers all parameters to generate the report. The "Manage" button is disabled for this option. 
  2. Filter By Vendor: To customize and get the vendor-specific data, you need to select the Filter By Vendor option. Once you select it, the "Manage" button will be enabled to set up the filters.
By default, the system will select Show All. Please follow the steps below to set the custom filters.

1. Select the Filter By Vendor option in the Filter By filter, as shown in Figure E. The "Manage" button will be enabled.


Figure E                                                                               

2. The Manage Filters screen will appear, as shown in Figure F.


Figure F 

The Manage Filters screen shows the list vendors. You can also search any vendor record from the list by entering the text in the "Search" box. 

  1. Select the vendors for whom you need to see the report by ticking the checkbox.
  2. Click the green Arrow button to move the selected vendor records to the Selected List. The Manage Filters screen will look like the one shown in Figure G.


Figure G
  1. If you want to remove the whole selection, click the "Clear Selection" button. You can remove any record from the list by clicking the Remove (x) icon.
  2. Click "Apply" to apply the selection. 

The system will show the Invoice Summary Report home screen with your selected vendors. Click "Generate Report" to generate the report. If you select the vendors AIRAVIDA LLC and ALTADIS, the system will only show the records related to these vendors. The selected vendors' names will be displayed in the Selected Filter Types, as shown in Figure H.



Figure H
You can mark the Show Details checkbox and click "Generate Report" again to view the detailed report for the selected vendors. The report will show the details as shown in Figure I. 

Figure I

2.2 Date Range

You can select the Start Date, End Date, and particular time for both dates to be specific about the report records by following the steps below. 
  1. Click inside the Start Date field. The drop-down calendar will appear as shown in Figure J.
  2. Select the specific date and time. You can also manually enter the date in MM/DD/YYYY format.
  3. Click inside the End Date field and follow the same process. 
  4. Click "Generate Report."
 Figure J                                                                                             

2.3 Presets

Use the Presets drop-down to select the specific duration/interval, i.e., Today, Yesterday, This Week, Last Week, etc., to generate the Price Change Report as shown in Figure L.
  1. Please click on the required timeframe and then click "Generate Report." The system will generate and show the report as per your selection. 


Figure K

2.4 Group By Location:

The Group By Location filter lets you view the records segregated by Locations or Location Groups. By default, the system selects None. Click the Group by Location drop-down highlighted in Figure L to change it. 


Figure L
 
You can select either Location or Location Group from the Group By Location drop-down menu to group the invoice summary records. 

1. By Locations: 
If you select Location, the system will display records grouped according to Locations, as shown in Figure M. 

Figure M
You can mark the Show Details checkbox and click "Generate Report" to view the details. The system will show all detailed records grouped according to Location, as shown in Figure N. 


     Figure N

2. By Location Group: 

If you select Location Group, the system will display records grouped according to Location Groups.  


  1. When you select Location Group in the Group By Location drop-down, the Include Location Group(s) will appear as shown in Figure O. Use it to select the specific location groups if required. All location groups will be selected by default in the Include Location Group(s) drop-down.
  2. Click "Generate Report."

    Figure O

You can mark the Show Details checkbox and click "Generate Report" to view the detailed report. The system will show all detailed records grouped according to Locations, as shown in Figure P.

     
      Figure P

3. Filter by Store & Location Groups

The Store and Location Group filter enables you to view the Cycle Count Total for selected stores (Locations) and Location Groups. Please follow the steps below to apply the Store & Location Group filter.

1. Click the "No Filter Selected" button in the top right, highlighted in Figure Q.


    Figure Q

2. The Manage Filters screen will appear as shown in Figure R.

     Figure R
1. You can select the saved custom filter from the Manage Filter drop-down selection (if any). The "Manage Filters" button will open the list of saved custom filters.
2. You will see two tabs: "Store" and "Location Group." Select the required, tab i.e., store, to see the Invoice Summary Report for the specific stores. 
3. The Manage Filters screen will show the relevant list for the selected tab. For example, if you have selected the Store tab, it will show the list of all stores. You can use the Search bar to search for a specific store. 
4. Select the store by checking the checkbox.
5. Move the selected stores to the Selected List area using the Arrow button. You can see the moved records under the Selected List area.
You have an option to remove the moved Store or Location Group names before you apply or save the filter. 

  Figure S

1. If you want to remove the whole selection, click the "Clear Selection" button. You can remove any record from the list by clicking the Remove (x) icon.
2. Apply or save the custom selection. 
  1. Click the "Apply" button. The system will redirect you to the Invoice Summary Report home screen. The No Filter Selected button will show the number of selected Stores or Location Groups as shown in Figure T. Click "Generate Report" to generate the report for the selected stores.

Figure T
  1. If you click the "Save Filters" button, the Name screen will appear. Enter a desired friendly name and click "OK."

Figure U
  1. The filter will be saved. When you need to use this saved filter, you can use the Manage Filters drop-down as shown in Figure V. 

Figure V
  1. If you need to delete the filter, open the Manage Filter screen again and click the "Manage Filters" button. 
  2. Click on the custom filter you wish to delete, then click "Delete."

Figure W
  1. A warning message will appear. Click "OK."

4. Checkbox Filter:

4.1 Show Details

As its name suggests, the Invoice Summary Report shows the invoice-related information in a summarized format. The Show Details filter enables you to view the information in detail. Please refer to point 1. Generating the Invoice Summary Report to learn how the Show Details filter works.

4.2 Show Only Negative Amounts

Please use the Show Only Negative Amounts checkbox filter to view the records with negative amounts. Generally, the negative amount in an invoice means the items are returned to the vendor. 
  1. Mark the Show Only Negative Amounts checkbox and click "Generate Report" to generate the report. 


   Figure X
  1. You can check the Show Details checkbox and click "Generate Report" again to view the detailed report.

4.3 Exclude Surcharge Amounts

Please use the Exclude Surcharge Amounts checkbox filter to exclude invoice records with surcharges from the report. 
  1. Mark the "Exclude Surcharge Amounts" checkbox and click "Generate Report" to generate a report. 

    Figure Y
  1. You can check the Show Details checkbox and click "Generate Report" again to view the detailed report.

4.4 Exclude Misc Fees

Please use the Exclude Misc Fees checkbox filter to exclude invoice records with miscellaneous fees from the report. 
  1. Mark the "Exclude Misc Fees" checkbox and click "Generate Report" to generate a report. 

     Figure Z

  1. You can check the Show Details checkbox and click "Generate Report" again to view the detailed report.

4.5 Exclude Prepaid Sales Tax

You can use the Exclude Prepaid Sales Tax checkbox filter to exclude invoice records that have prepaid sales tax in them from the report. 
  1. Mark the Exclude Prepaid Sales Tax checkbox and click "Generate Report" to generate a report. 
     
Figure A1

  1. You can check the Show Details checkbox and click "Generate Report" again to view the detailed report.

5. Scheduling a Report 

FTx Cloud POS supports report automation. You can configure a report and schedule it. The system will send the scheduled report to the indicated email IDs as per defined frequencies (Daily, Weekly, Bi-weekly, Monthly, Quarterly, etc.). 

Pre-Requisite: Please ensure you have configured a report. This means you have made the required selections for date ranges and filters. (You don't have to click "Generate Report" to schedule a report.) 

You can schedule the configured report using the "Schedule Report" button highlighted in Figure B1.

Figure B1

5.1 Creating a New Scheduled Report

Please follow the steps below to schedule a new scheduled report: 
  1. Configure a report as per your requirements using the filters explained in this article.
  2. Click the "Schedule Report" button highlighted in Figure B1. 
  3. The pop-up screen will appear as shown in Figure C1. Click on "Create New Scheduled Report."

Figure C1
  1. The "Schedule Options" pop-up screen will open, as shown in Figure D1.

Figure D1
  1. Fill in the appropriate information in the fields:
    1. Name: Enter the name for your report
    2. Section: For the Cloud POS, the Section will be POS by default. 
    3. Run Frequency: Select the run frequency (Daily, Weekly, Bi-weekly, Monthly, Quarterly, etc.) as per your requirements from the Run Frequency drop-down 
    4. Start Time - End Time: These fields appear when the selected run frequency is Daily or Weekdays. Select the Start and End times to indicate the report's time range. When you select the other run frequencies, the below fields appear:  
      1. Run on: This field appears when the selected run frequency is Weekly, Bi-weekly, Monthly, Quarterly, and Yearly. Select the day on which you want the system to send the report by email.  
    5. Run Time: Select the time when you want the system to send the report by email.  
    6. Export Type: Select the report format, i.e., PDF, CSV, and Excel, from this Export Type drop-down. 
    7. Users: Select the users to whom you need to send the report.
    8. Email Addresses: Enter the selected user's email addresses. Please ensure that you write only one email address in one line. 
    9. White Background: Enable this toggle button if you want the report in the white background. 
    10. Include Header: This toggle button will be enabled by default. Please turn it off to exclude the report's header in the report. 
    11. Print Title on Every Page: This toggle button will be enabled by default. Turn it off if you want to leave the report's header off some pages. 
  2. Click "Schedule Report."
  3. A success message will appear, and the system will send the scheduled report to the indicated email IDs.

5.2 Replacing an Existing Scheduled Report 

Please follow the steps below to replace a scheduled report: 
  1. Configure a report as per your requirements using the filters explained in this article.
  2. Click the "Schedule Report" button highlighted in Figure B1. 
  3. The pop-up screen will appear as shown in Figure C1. 
  4. Click on "Replace Existing Report." The Select Schedule Report pop-up screen will open as shown in Figure E1.

Figure E1
  1. Click on the report name you need to replace and click "Apply."
  2. The report will open in the Edit mode. Make the required changes and click "Replace."
  3. A success message will appear, and the system will send the replaced report to the indicated email IDs. 

5.3 Managing Scheduled Reports

You can manage all your scheduled reports from any of the report screens. Please follow the steps below to manage the scheduled reports.
  1. Click on the Schedule Report drop-down and click "Manage Reports." 

Figure F1
  1. The Manage Scheduled Reports screen will appear, as shown in G1. 

Figure G1
    1. Click the respective Edit button to edit the scheduled report. The Scheduled Report will open in the edit mode. Make the required changes and click "Save." 
    2. Click the respective Delete button to delete the scheduled report. The system will show a confirmation message. Click "Yes, Delete."

6. Printing/Exporting a Report 

You can print or export any report as per your requirements. When you use the Print function, the system will create and open the report's PDF file in a new tab. You can download the soft copy or print the paper copy as per your requirements.

Pre-Requisite: Please ensure you have configured a report. This means you have made the required selections for date ranges and filters. (You don't have to click "Generate Report" to print a report.).

Please follow the steps below to print a report. 
  1. Configure a report and click the "Print/Export Report" button highlighted in Figure H1.

Figure H1
  1. The "Print Options" pop-up screen will open as shown in Figure I1.

Figure I1
  1. Make appropriate selections:
    1. Select Print Option: Select any option from Print Current Page Only and Print All Pages. 
    2. Preview: Enable this toggle button to view the preview of the report before downloading the PDF.  
    3. White Background: Enable this toggle button if you want the report to have a white background.  
    4. Show Filters: Enable this toggle button if you want to view filters in the reports.
    5. Include Header: This toggle button will be enabled by default. Please turn it off to exclude the report's header from the report. 
    6. Print Title on Every Page: This toggle button will be enabled by default. Turn it off if you want to leave the report's header off some pages. 
    7. Send As Email: Enable this toggle button to send the report's PDF file to the email ID. The Email Address field will appear. Enter the email ID(s) and click "Send Email."

Figure J1
    1. Click "Start Print." 
    2. The report's PDF will open in a new tab. Download it using the Download icon, and print it using the Print icon. 

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