Generating and Managing Reports

The Reports module provides comprehensive insights into every aspect of your business, from sales and purchases to inventory and tax accounting. This guide will walk you through accessing, filtering, customizing, and exporting reports to suit your specific business needs.

1. Accessing the Reports Module

To begin analyzing your business data, navigate to the Reports section from your main dashboard.

1. Log in to your AiPSoft portal.
2. On the left-hand navigation menu, locate and click on Reports.

**[Image: Dashboard overview showing the main navigation menu with the Reports tab highlighted]**

Once inside the Reports module, you will see three main tabs at the top of the screen:

• Favourites: A curated list of reports you access most frequently.
• Recents: A quick view of the reports you have generated recently.
• All Reports: The complete, categorized directory of every report available in the system.

2. Finding and Favouriting Reports

Under the All Reports tab, reports are neatly organized into distinct categories such as Sales, POS-Sales, Payment Received, Accounts, Purchase, Inventory, TAX, Projects, and Property.

Because there are many reports available, you may want to bookmark the ones you use daily:

1. Locate a report you frequently use (e.g., "Sales Invoice" under the Sales category).
2. Click the small grey star icon next to the report name.
3. The star will turn yellow, indicating it is now saved.
4. You can now quickly access this report anytime from the Favourites tab without having to search through the full list.

**[Image: The All Reports directory showing categories and the yellow star icon next to a favoured report]**

3. Filtering Report Data

Clicking on any report name will open the Report Properties window. By default, this opens to the Filters section, allowing you to narrow down the data before generating the report.

Using the Sales Invoice report as an example, you can apply various filters:

• Date Range: Choose predefined ranges (Today, Yesterday, Last 7 Days, This Month, etc.) or set a custom Start and End date.
• Branch: Select a specific company branch or view all branches.
• Customer Name/Mobile: Type a specific customer's details to view only their sales history.
• Item Included: Search for invoices that contain a specific product or item.
• Salesman: View performance and sales by a specific team member.
• Delivery Type & Driver: Filter orders handled by a specific driver or delivery method.
• Payment Status: Filter by the invoice status (e.g., Partially Paid, Unpaid).

**[Image: The Report Properties window showing the active Filters form]**

4. Customizing Report Columns

Before generating the report, you can dictate exactly which columns of data appear on your screen and in your exports.

1. In the Report Properties window, click on Customize Columns on the left side menu.
2. You will see two lists: Selected Columns (columns that will appear) and Removed Columns (columns that will be hidden).
3. To add a column: Find the desired column (e.g., Address) in the "Removed Columns" list on the right. Click it, then click the left-pointing arrow (<) to move it to the "Selected Columns" list.
4. To remove a column: Select a column you don't need (e.g., Adjustment) from the "Selected Columns" list, and click the right-pointing arrow (>) to hide it.
5. Note: The percentage (%) displayed next to each column name indicates the width that column will occupy on the generated page.

**[Image: Customize Columns screen showing the Selected and Removed column lists with arrow controls]**

5. Generating and Reviewing the Report

Once your filters and columns are set, click the orange Submit Report button at the bottom of the window.

1. Data Grid: The report will populate on your screen based on your criteria. Only your customized columns will be visible.
2. Pagination: If there is a lot of data, use the pagination controls at the bottom right to shift between pages.
3. Financial Summaries: Navigate to the final page of the report to view the Total Summary. The system automatically calculates grand totals for all numeric columns (e.g., Total Tax Amount, Grand Total, Total Received Amount).

**[Image: A generated Sales Invoice report displaying the data grid and bottom-page totals]**

6. Exporting, Printing, and Emailing Data

At the top of any generated report, you will find a toolbar with several action options to share or save your data.

• Print: Click the Print icon to send the document to your printer. You can choose to print the Current Page, All Pages, or Custom Pages.
• Export: Save the report to your local computer. Hover over the Export button to download the data as an Excel file or a PDF document. You can specify if you want just the current view or the entire multi-page report.
• Email: Send the report directly to a customer, partner, or manager directly from the software without needing to download it first. Choose between sending the current page or all pages.
• Report Properties: Click this to quickly re-open the filter window and tweak your search parameters without starting over.

**[Image: The top action toolbar showing Print, Export, Email, Report Properties, and Print Preference buttons]**

7. Customizing Print Preferences

If you intend to print the report or save it as a highly formatted PDF, click Print Preference in the top toolbar to adjust the document's physical layout.

Inside the Print Preference window, you can fully configure:

• Typography & Styling: Change the Font family, Font Size, Table Border colors, Border width, and cell padding.
• Display Toggles: Use checkboxes to show or hide the Organization Name, Report Name, Page Numbers, Generation Date/Time, Table Borders, and Filter Options. You can also toggle alternating row colors for better readability.
• Letterheads: Check options to display your official Letter Header or Footer in exported PDFs.
• Page Layout: Select standard paper sizes (A4, Letter) and choose your Orientation (Portrait or Landscape).
• Margins: Define custom Top, Bottom, Left, and Right margins (e.g., Top 40, Left 10).

Once you have configured the layout to match your company's standards, click OK. Your next print or PDF export will automatically apply these styling rules.

[**image screeenshot**]