Configuring your reports: Recommended columns and useful custom reports

Lauren Burgess

At the end of last month Mediha from our client services team presented a webinar to help guide you through Commusoft’s reporting feature. If you didn’t sign up for it and haven’t had a chance to catch it since, you can watch it by clicking here.

During the webinar, she covered the optimum configurations for each of your main reports and some of the custom reports that you’ll find the most helpful. To recap that information and to provide a reference, we’ll be sharing those configurations here.

 

Recommended report columns

Editing your report columns is easy. Click the edit icon on the left of your column headers to open the editing panel and simply drag and drop to reorder them. Click the boxes to add or remove the columns from your report.

Here’s an example from the job report:

 job report column edited

Below is the suggested order for each report’s columns with a shot of how they should look in the end.

Customers

  • Name
  • Account No
  • Telephone
  • Address Line 1
  • Town
  • Postcode
  • Email
  • Date Created

Service reminders

  • Service Type
  • Service Due On
  • Communication Type
  • Communications Sent
  • Customer Name
  • Property Name
  • Property Address Line 1
  • Property Address Line 2
  • Property Postcode
  • Booked into Diary

Estimates

  • Estimate Number
  • Contact Name
  • Estimate Description
  • Estimate Status
  • Estimate Address Line 1
  • Estimate Date
  • Contact Email
  • Estimate Total 

Jobs

  • Job Date
  • Job Number
  • Customer Name
  • Job Description
  • Job Address Line 1
  • Number of Diary Events
  • Is Job Complete
  • Is a Recall
  • Number of Invoices Raised
  • Last Diary Event
  • Last Engineer Mobile Status
  • Next Diary Event

Sales

  • Invoice or Credit Date
  • Invoice No or Credit No
  • Invoice Address Name
  • Job Address Line 1
  • Description
  • Net
  • VAT
  • Total
  • Amount paid or allocated
  • Balance

Profit

  • Job date
  • Customer Name
  • Job description
  • Job number
  • Final invoice raised
  • Job Address Line 1
  • Job Address Line 2
  • Quoted amount
  • Total labour costs
  • Total travel costs
  • Total cost of parts
  • Total cost
  • Total revenue
  • Total profit

reporting columns profit

Time sheets

  • Date
  • Scheduled time
  • Work address line 1
  • Job Quotation number
  • Engineer diary description
  • Travel time
  • Arrive time
  • Leave time
  • Total travel time
  • Total time on site
  • Final Status

Office Task

  • Customer account number
  • Type
  • Job or Estimate no
  • Job or Estimate description
  • Task
  • Task created on
  • Done

Debtors

  • Invoice Address Name
  • Invoice Address Address Line 1
  • Invoice Address Credit Days
  • Current
  • 1 to 30 Days
  • 31 to 60 Days
  • 61 to 90 Days
  • More than 90 Days
  • Total Monies Owed

Recommended custom reports

Custom reports can help you drill down into your data and show you the information that’s most important to your business.

Estimates

Ongoing estimates

Here’s a quick tutorial for creating a custom report that shows all your estimates that have yet to be sent to a customer:

To create the custom report, you need to navigate to your Estimates report, filter it so that only estimates that have an “Ongoing” status are shown, and save it. It will then appear under Estimates’ Custom Reports section in the report menu.

 

Jobs

Outstanding jobs

This custom report will show you all jobs that have yet to be invoiced, free of charged, aborted or marked as complete. You should filter it by setting the status as “Open jobs” and saving the report.

 

Outstanding jobs without diary events

This report is as above, with the additional filter of having no associated diary events.

To create it:

Status = Open jobs

Diary = Job without diary events

 

Outstanding jobs without future diary events

The difference here is that there may well have been diary events associated with the job in the past, but there are none scheduled in the future.

To create it:

Status = Open jobs

Diary = Job without future diary events

 

Sales

Outstanding invoices

These are all your invoices that have not yet had a payment added against them.

To create it:

Type = Invoices

Check box labelled “Not Paid” is ticked.

 

Unallocated credit notes

This is a report showing all your credit notes that have yet to be allocated in their entirety.

To create it:

Type = Credit notes

Check boxes labelled “Not Allocated” and “Partially Allocated” are ticked.

 

Invoices not sent

These are invoices that you haven’t printed or emailed through Commusoft.

To create it:

Type = Invoices

Check box labelled “Not Emailed/Printed” is ticked.

 

We highly recommend that you take some time to view our feature webinars, especially if it’s been awhile since your training. With new updates coming out every week, it’s easy to miss the little changes that can make a big difference to your productivity when using Commusoft.

We host at least one webinar per month and will send you an email invite about a week before they’re due. You’ll also see us promoting them on social media and through the blog, so keep an eye out for the next one!

View our existing feature webinars on Parts Management and Service Reminders.

Angry customers

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