Reports - when to use and what they are.

When to run Reports

The Report tab provides you with the ability to run a variety of reports. If the report that you want isn’t there, let us know. We’ll see what we can do. When to run a report depends on your business, but here are some reports we recommend you run regularly

Beginning of the day

1. Print off your day’s client schedule: There are two reports you can run to show a schedule for a selected staff member.

• Customer History by Staff: will give you list of all your clients with scheduled appointments on the selected date. A cover page is also printed to provide you with a summary of all your appointments.
  
  
• Customer History – One Page: shows you the same information as the previous report except in calendar format.

• Confirm appointments: by checking the Messages tab to see who has auto-confirmed their appointments by text or email. For clients that need to be called, run the Message List report.
  
  

End of the day

• Balance your cash drawer by running the Cash Drawer Reconciliation Wizard to balance.
  
  
• If things don’t balance, run the Cash Drawer – Transaction Summary Report.
  
  
• Check your cash position for the day by running the Cash Drawer Takings report. This report will take into account any voucher sales and other non-cash payment types so you know exactly where you stand.
  
  
• For a full picture of your retail sales, service sales, rebooking rates and more you should run the Business Summary Report. This report could also be run weekly.
  
  

End of week

• If you have set up star clients in your preferences, you’ll be able to run the star client report which will quickly show you how many clients your staff have in each star category. You can also see a breakdown of the types of stars within each staff member’s client base. This is a great tool for understanding how your staff are progressing and where they may need extra support.
• Stocktake regularly to keep a tight hold on your stock levels and monitor for unusual variations. Run and print the Stock Take Report and check actual stock amounts against expected and adjust any variations on Kitomba. Having a good stock management process reduces waste and can have a hugely positive impact on your cashflow.
  
  
• For a full picture of your retail sales, service sales, rebooking rates and more you should run the Business Summary Report.
  
  

Available reports

Appts - Double Bookings - This report shows a list of all appointments that have been double booked in the future.

Appts - Future Appointments - This report shows a list of all future appointments for a staff person, customer or equipment resource.

NOTE: Staff person will be ignored if report is run for a customer.

Appts - Uninvoiced Appointments - This report shows a list of all appointments made from the specified start period to today, that have not yet been invoiced.

AutoMessage List - This report allows you to look at messages associated with selected or all of your AutoMessage campaigns.

NOTE: The AutoMessage report allows you to look at past messages as well as messages that are due to be sent in the next 7 days.

Bar Codes and Bar Codes Large - This report prints out a copy of the barcode label (with pricing information) so that you may stick pricing/barcode labels onto products you have for sale.

Bar Code List - This report prints out a copy of the barcode for all Services with an alpha-numeric code.

Note you need to limit the number of letters used to three (you can use lots of numbers). This report gives you a complete list of all your services for quick bar code scanning at the time of sale.

Business Summary - This report gives you a summary of your business activity over a selected time period in terms of appointment types, appointment status, customer gender, rebookings and total appointments. If you are using Kitomba Dollars the overall totals include the Business Sales less the Kitomba Dollar discounts. This provides a true idea of your business income. Each individual staff persons sales figures are shown excluding Kitomba Dollar discounts so that you have the correct base for commission calculations (if any). 

Cash Drawer - Reconciliation - This report provides a summary of the cash drawer session selected allowing you to balance your cash drawer (Cash Till) with the sales you have recorded in Kitomba.

Cash Drawer - Transaction Summary - This report provides you a detailed list of all transactions and payments for the date range supplied. This report is commonly used when the cash drawer does not balance.

Cash Drawer Takings Report - This report shows a breakdown of everything coming into and going out of the Cash Drawer and reconciles this against sales for any date range. This report will take into account any voucher sales and other non-cash payment types so you know exactly where you stand. To view this as a daily breakdown over a week, run the Cash Drawer Takings Report – Week Report.

Customer Attributes - This report shows the details or a summary of customers with certain attribute values

Customer Export  -When run with the default settings, this report shows a list of all customers. The customer list can be filtered by customer attributes that have been made searchable. The displayed list can be exported to a comma delimited file.

Customer History by Staff - This report provides a list of all appointments for the day for each staff person. All appointments - including “no reporting” ones - are shown in the summary.

NOTE: Staff whom only have “no reporting” appointments do not trigger the customer history by staff report. All details for each customer being seen that day (including the last 3 interactions your business has had with them) are also included. You can run customer history report for all staff in one go by selecting the All option.

Customer History by Name - This report provides all the details for the last three customer interactions, these may be appointments or sales interactions.

Customer attributes and appointment attributes are included in this report. *** Warning *** running this report with both search fields blank will print Histories for ALL customers in your database - this will be slow for large databases.

Customer History One Page Report - This report lets you see a full appointment calendar for a staff person and a history report for the client on the same one page.

Customer List - This report provides a list of all your customers.

Customer Retention - This report provides a list of all clients who have been in to see you over a selected time period (the default date range is between five and six weeks ago), but who have not yet re-booked or returned. These customers are potentially at risk of taking their business elsewhere. You can of course modify the default dates. We recommend running this report once a week.

Customer Spend - This report provides details of top spending customers. Spend is calculated over the period shown below.

Customer Statistics - This report provides a range of customer statistics including total customers and number of customers seen recently.

Customer Transaction History - This report displays a list of all invoices and their current payment status for a customer. If both name fields are set to blank the report won’t produce any data.

Customers - New - This report provides a list of all new customers over the time period selected. We suggest following up with these new customers to convert them into repeat customers.

Customers - New Customer Form - This report provides a form which can be used to collect new customer information.

Customers who Purchase Product/Service - This report provides a list of customers who have purchased a specific product/service or a product/service from a category within the given time period. (Warning: can be slow for time periods greater than one month).

GST Period Report - This report provides a summary of all your committed transactions for the GST period selected.

NOTE: Only GST periods where the ‘End of GST Period’ routine (under the File menu) has been run appear here.

Mailing Labels - Customers - This report provides a print out mailing label for active customers who have an address. Customer can be selected by any of the attributes listed in the drop down list. Customers who don’t have a postal address are not included. The layout is designed for label format Avery L7159.

Mailing Labels - Messages - Prints a mailing label for any post message due in the selected time period. Expects label format Avery L7159.

Message List - This report provides a list of all Messages over the selected date range. You can select All Messages or one type of message. The default is ‘Call Me’ messages.

Message Statistics - This report provides you with a summary of your messages for a selected time frame.

Messages for Printing - (1 per page) and Messages for Printing (3 per page) 1 per page report allows you to print out a single message per page. This is ideal for messages you plan to print out on your letter head. 3 per page report allows you to print out three messages per page. It has been designed for postal type messages (but can be used for any message type). This report works very well with an A4 sheet that is perforated into three postcard size messages.

Product/Service List - This report displays a list of all products and services. This includes professional, retail, services and vouchers. Deactivated products are not displayed.

Sales - Daily Sheets - This report provides details of all sales made by a staff person for the defined period.

Sales - Invoice List - This report provides details of all invoices and credit notes for the day.

Security Log Report - This report provides some basic event details of logged security related events. This is not a detailed security log, reports

Service Statistics Report - This report provides details of stock items sold for the supplied date range.

Sales by Month and Type - This report provides the total sales of Tax Invoices (less Credit Notes) for each month. To group by month and product category use the Sales by Month and Category report, to group by month and staff person use the Sales by Month and Staff Person report.

Sales by Staff Person and Category - The total sales of Tax Invoices (less Credit Notes) for the defined date range. Grouped by staff member and category.

Sales by Staff Person - Graph Breaks down sales by staff person into a bar graph

Source Documents - This report allows you to select a source document (Invoice etc) that match either the date range supplied, OR the document number supplied. No uncommitted Invoices or Credit Notes are included in this report.

Statements - Customer Account Summary - This report provides you a list of all customers with accounts in credit or debit. The age of the debt is included at the bottom of each customer’s statement. You would normally run this report once a month.

Statements - Individual Customer - This report provides you an account statement for a customer. If the name fields are left blank the report will run for all customers who have an outstanding balance.

Staff Timetables - This report shows your staff timetables individually or all together and totals their hours worked.

Staff Utilisation - This report provides you a summary of staff person utilisation for the supplied data range.

Stock Auto Order - This report prints separate purchase orders (suitable for faxing) for each supplier for stock re-ordering purposes. Only stock items that have a supplier identified are included in this report.

Stock Ordering - This report lists products whose current levels are below minimum and need to be ordered to maintain target stock levels. Deactivated products or products with a minimum level of zero are considered to be discontinued and are not shown on the report.

Stock Movement Summary - This report provides you a summary of stock movements for the date range supplied (adjustments, shrinkage, internal use, receipts and returns are recorded).

Stock Statistics - This report provides you a list of all product items that have been sold during the nominated date range.

Stock Take - This report provides you with a list of expected product levels for stocktaking purposes. Products can be selected by category. Deactivated products are not displayed.

Stock Turnover - Stock turnover is a measure of how quickly stock is converted into sales. Use this report to see what stock sells well and what stock doesn’t to help set your minimum and maximum levels.

Stock Value - This report shows current value of stock using the accounting method set in preferences. Products can be selected by category or report can run for all categories.

Wages Summary - The King of all Wages reports, shows a breakdown of all working hours and commissions for staff people.

Voucher Statistics - This report will give you voucher statistics for the defined date range.

Voucher Trace Report - This report will show you the detailed transactions relating to a particular voucher.