Analytics Reports: Sales Reporting

The billing report “All Sales, by month” is possibly the most used report in the Inomial Billing system. And, it has a new close relative “All Sales, Unapproved”.

All Sales, by month

This report shows the revenue for the given period (in the case shown, “Current Financial Year” and Account Type, here set as “All Account Types”).

billing system

Clicking on the chart/table icon shows the underlying data.  It is grouped:

  • by Sales Report Category (SRC). SRCs were discussed in the newsletter “Revenue Reporting using Sales Report Categories”.
  • within each SRC, by “Line Item” description (the descriptions that have been assigned to each charge). These can be seen by clicking the disclosure triangle to the left of the SRC.

pro rata

Double clicking on a value will drill down to show the items that make it up.  In the figures shown for September, clicking the total value of the:

  • SRC, $1,127.17, shows the various items, which in this case include two different descriptions, which make up that amount. This is displayed via the sub-ordinate report, “All Sales, by Category”.
    • billing cycle
  • Item Description, $1,028.17, shows the various items, which will be for the same invoice item code, which make up that amount. This is displayed via the sub-ordinate report, “All Sales, by Line Item”.
    • prorata
  • Double clicking on a row of either of the above reports will display the item’s associated transaction.

Note: The “All Sales, by Month” report is based on data that is refreshed typically overnight.  This approach makes the report performant but does mean that its data could be as much as one day old.  The menu item Analytics > Refreshed fact tables… can be used to immediately update the underlying tables so that a subsequent run of “All Sales, by Month” will be based on more current data.  However, Refresh fact tables…, can take quite some time to run, depending on the size of the system’s database.  The Smile operator running the refresh in the billing system will be unable to use Analytics again until the refresh is complete.

credit control

All Sales, Unapproved

This report shows “unapproved revenue”, i.e. open bulk invoices, for the given period (in the case shown, “12 months” and Account Type, here set as “All Account Types”).

Note:

  • In a well-maintained billing system, there would typically only be unapproved invoices for the most recent month. Invoices should usually be approved each month.
  • Manual invoices, those created by an operator typically for one off charges, are not shown in this report.
  • The “All Sales, Unapproved” report is based on current data. As there’s normally only one month of open invoices to consider, this report usually performs well.

Aside from the above, “All Sales, Unapproved” is structured in the same way as “All Sales, by Month”, i.e.:

  • there is:
    • a chart view
    • billing systems
    • and a table view
    • billing system
    • drilling into the table at the
      • SRC level, will generate an “All Sales, Unapproved, by Category” report
      • Item Description level, will generate an “All Sales, Unapproved, by Item Description” report
    • Double clicking on a row of either of the above reports will display the item’s associated transaction.

    The “All Sales, Unapproved” report is a quick way to get a high-level view of the monthly revenue expected to be generated once the processed billing has been approved.  A review of the results of this report should be considered as one of the tools to be used in the monthly billing and approval process.