> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Reports and Analytics Overview
> Every report, dashboard chart, and number card available in the Bizaxl Toy Store solution - what each one shows, who uses it, and where to find it.
The Bizaxl Toy Store comes with a set of reports and dashboards built specifically for toy retail. Some are custom-built for this solution; others are standard reports that are particularly useful for this business. This page explains every report and visual available to you.
***
## Number Cards (Live Totals)
Number cards appear on the Home, Sales, Purchase, Inventory, and Accounting workspaces. They show live counts or totals calculated from current data.
### Home and Sales Workspaces
| Card | What It Shows | Who Uses It | Business Question Answered |
| -------------------- | -------------------------------------------------------- | ----------------------------- | ---------------------------------------------------------- |
| **Today Sales** | Total value of all sales billed today (POS and invoices) | Store Manager, Business Owner | How much have we sold today? |
| **Yesterday Sales** | Yesterday's total for day-on-day comparison | Store Manager | Are today's sales tracking better or worse than yesterday? |
| **This Month Sales** | Running month-to-date sales total | Store Manager, Business Owner | How is this month going compared to target? |
| **Cash Balance** | Current balance in the cash account | Cashier, Accounts Team | How much cash is in the till right now? |
| **Bank Balance** | Current balance in the bank account | Store Manager, Accounts Team | What is the bank position today? |
### Inventory Workspace
| Card | What It Shows | Who Uses It | Business Question Answered |
| --------------------- | ---------------------------------------------------------- | ----------------------------- | ------------------------------------------------------ |
| **Total Stock Value** | The combined value of all stock held across all warehouses | Store Manager, Business Owner | What is the current value of our inventory investment? |
### Purchase Workspace
| Card | What It Shows | Who Uses It | Business Question Answered |
| ------------------------------ | ----------------------------------------------------- | ----------------------------------- | ------------------------------------------------ |
| **Annual Purchase** | Total purchase order value placed this financial year | Procurement Officer, Business Owner | How much have we spent on buying toys this year? |
| **Purchase Orders to Receive** | Count of orders placed but goods not yet received | Procurement Officer | Which deliveries are we still waiting for? |
| **Purchase Orders to Bill** | Count of received orders not yet invoiced | Accounts Team | Which supplier bills have we not yet processed? |
### Accounting Workspace
| Card | What It Shows | Who Uses It | Business Question Answered |
| -------------------------- | -------------------------------------------------- | ------------- | ------------------------------------------- |
| **Total Outgoing Bills** | Total value of all sales invoices raised this year | Accounts Team | What is our total billing volume this year? |
| **Total Incoming Bills** | Total value of all purchase invoices this year | Accounts Team | What is our total purchase cost this year? |
| **Total Outgoing Payment** | Total payments made to suppliers this year | Accounts Team | How much have we paid suppliers so far? |
***
## Dashboard Charts
Charts appear on the Home, POS, and Inventory workspaces. They show trends and comparisons visually.
### Home and POS Workspaces
| Chart | Type | What It Shows | Who Uses It |
| ----------------------------------------- | ------------------- | ------------------------------------------------------------------ | ------------------------------------- |
| **Daily UPI vs Cash vs Card Trends** | Bar/Line chart | Each day's collections split by payment mode - UPI, cash, and card | Cashier, Store Manager, Accounts Team |
| **This Month UPI vs Cash vs Card Trends** | Bar/Line chart | This month's payment mode breakdown, day by day | Store Manager, Accounts Team |
| **Top 5 Selling Items** | Custom report chart | The five best-selling toys by quantity across all POS invoices | Store Manager, Procurement Officer |
**How to use the payment mode charts:** At the end of each day, the cashier and store manager use these charts to verify that the payment totals shown match what was actually collected. If the card total on screen is higher than the card machine printout, there may be a missing or wrongly recorded transaction.
**How to use Top 5 Selling Items:** The procurement officer checks this chart weekly to make sure the top 5 products are well-stocked. If a best-seller is running low, a Material Request should be raised immediately.
### Inventory Workspace
| Chart | Type | What It Shows | Who Uses It |
| ------------------------------ | ------------ | ------------------------------------------------------------------------- | -------------------------------- |
| **Warehouse wise Stock Value** | Custom chart | The total stock value held in each warehouse (Main Store vs Inward Store) | Warehouse Manager, Store Manager |
**How to use Warehouse wise Stock Value:** If the Inward Store has a higher value than the Main Store, it means goods have arrived but not yet been moved to the shelf. This is a prompt to process the stock transfer.
***
## Custom Reports
These reports are built specifically for the Bizaxl Toy Store. Access them through the Inventory workspace or via the Search bar.
### Sales and POS Reports
| Report | Based On | What It Shows | Who Uses It | Where to Access |
| ----------------------------------------- | ----------- | ------------------------------------------------------------ | ---------------------------------- | ----------------------------- |
| **Top 5 Selling Items** | POS Invoice | The five toys that generated the most revenue at the counter | Store Manager, Procurement Officer | POS Workspace, Reports |
| **Today Sales** | POS Invoice | A summary of all sales billed today | Cashier, Store Manager | Sales Workspace, Reports |
| **Yesterday Sales** | POS Invoice | All sales from the previous business day | Store Manager | Sales Workspace, Reports |
| **This Month Sales** | POS Invoice | All sales for the current calendar month | Store Manager, Business Owner | Sales Workspace, Reports |
| **Daily UPI vs Cash vs Card Trends** | POS Invoice | Payment mode breakdown per day | Cashier, Accounts Team | Home Workspace, POS Workspace |
| **This Month UPI vs Cash vs Card Trends** | POS Invoice | Monthly payment mode breakdown | Store Manager, Accounts Team | Home Workspace, POS Workspace |
### Stock and Inventory Reports
| Report | Based On | What It Shows | Who Uses It | Typical Use Case |
| ------------------------------ | ----------------------------- | ------------------------------------------------------------------------------------ | ---------------------------------- | -------------------------------------------------------------------------- |
| **Low Stock Report** | Item master and current stock | Items that have fallen below their minimum reorder level | Procurement Officer, Store Manager | Run weekly to decide what to order |
| **Bin-wise Toy Store Stock** | Stock bins | Current stock quantity and value for each item in the main warehouse, shelf by shelf | Warehouse Manager | Used during stock counting or before placing orders |
| **Stock Moving Report** | POS Invoice and stock entries | Items that are actively moving (selling) vs items that are sitting still | Store Manager | Identify slow movers that may need a promotion |
| **Batch Expiry Status Report** | Batch records | All batch-tracked items with their expiry dates and current stock levels | Warehouse Manager, Store Manager | Run monthly to identify stock approaching expiry |
| **Expired Items List** | Batch records | Items whose expiry date has already passed | Warehouse Manager, Store Manager | Run to identify stock that must be written off or returned to supplier |
| **Item Expiry within 90 Days** | Batch records | Items that will expire within the next 90 days | Store Manager, Procurement Officer | Run monthly to plan clearance promotions or supplier returns before expiry |
***
## Standard Reports (Most Useful for Toy Retail)
These are standard reports available across the system. The most relevant ones for a toy store are listed below.
### Inventory
| Report | What It Shows | Access From |
| ---------------------------- | ----------------------------------------------------------------------------------------------- | ------------------- |
| **Stock Ledger** | Full movement history for any item or warehouse - every receipt, sale, transfer, and adjustment | Inventory Workspace |
| **Stock Balance** | Current stock levels for all items across all warehouses | Inventory Workspace |
| **Stock Projected Quantity** | Expected stock levels after accounting for pending orders and sales | Inventory Workspace |
| **Item Prices** | All selling and buying prices for all items | Inventory Workspace |
### Sales and Purchase
| Report | What It Shows | Access From |
| ------------------------------ | ---------------------------------------------------------------------- | ------------------ |
| **Sales Analytics** | Sales breakdown by item, customer, or period | Sales Workspace |
| **Sales Order Analysis** | Status of all open sales orders - what is pending delivery and billing | Sales Workspace |
| **Purchase Analytics** | Purchase breakdown by item, supplier, or period | Purchase Workspace |
| **Purchase Order Analysis** | Status of all open purchase orders | Purchase Workspace |
| **Procurement Tracker** | Full procurement pipeline from material request to invoice | Purchase Workspace |
| **Item-wise Sales History** | How much of each toy has been sold over time | Sales Workspace |
| **Item-wise Purchase History** | Buying history by item and supplier | Purchase Workspace |
### Finance
| Report | What It Shows | Access From |
| ----------------------------- | -------------------------------------------------- | ------------------------------------------- |
| **General Ledger** | Every transaction posted to every account | Accounting and Financial Reports Workspaces |
| **Trial Balance** | Summary of all account balances at a point in time | Accounting Workspace |
| **Profit and Loss Statement** | Revenue, cost of goods, and net profit | Financial Reports Workspace |
| **Balance Sheet** | Assets, liabilities, and equity | Financial Reports Workspace |
| **Accounts Receivable** | What customers owe you and for how long | Receivables Workspace |
| **Accounts Payable** | What you owe suppliers and when it is due | Payables Workspace |
| **Sales Register** | All sales invoices in a period with tax breakdowns | Receivables Workspace |
| **Purchase Register** | All purchase invoices in a period | Payables Workspace |
| **Gross Profit** | Selling price minus purchase cost per item | Financial Reports Workspace |
***
## How to Run a Report
1. Go to the relevant workspace (e.g., Inventory for stock reports, Sales for sales reports).
2. Click the report name under the relevant section.
3. Set your filters - typically a date range, item, warehouse, or supplier.
4. Click **Run** or **Refresh**.
5. Use the **Export** button to download as Excel or CSV if you need to share the data.
***
## Tips for Monitoring Daily Operations
* **Start each morning** by checking the Home workspace number cards: yesterday's sales, current cash, and bank balance.
* **Check Top 5 Selling Items** every Monday to make sure your best sellers are well stocked going into the week.
* **Run Low Stock Report** every Friday before placing weekly purchase orders.
* **Run Item Expiry within 90 Days** on the first of every month to plan promotions for items nearing expiry.
* **Review Daily UPI vs Cash vs Card Trends** at the end of each day to cross-check the till against the payment mode totals.