Bills and GST: more reports and the month-end pack

Every setting

Every report opens on its own page:

• A big number at the top, small cards under it, then lists.
• The date button under the title. Tap it to pick other days. It says This month when you start.
• Customise, next to the date button. It shows only some sales, like cash sales or sales at the Counter (the POS tab). To take the filters off, tap Clear.
• Long lists show the first rows, then a button like Show all 25.
• Get this report at the bottom. It saves the report as a PDF (a page you can print) or a spreadsheet (a table for Excel). It can also send a short summary on WhatsApp.

Customise is on the reports in the Sales group, Delivery and fees and Customer list. Payments received, Expenses by category and Stock moves have only the date button. See Find and share a report for the date button, Customise and Get this report.

When a report has nothing to show, it says so. For example, "Nothing sold in this period" and "Try a longer period or clear the filters."

Month⁠-⁠end pack

This puts the reports for one month in one download for your accountant.

1. Near the top of Reports, tap the green card For your accountant. It shows last month's name, like September pack. A page called Month⁠-⁠end pack opens.
2. Last month is picked when you start. To pick another month, tap it at the top.
3. Read Check before you send. It lists anything to fix first.
4. To leave a file out, tap it under In the pack. Tap it again to put it back.
5. Tap the button at the bottom, like Download 9 files · zip.

The app makes one zip file. A zip file holds many files packed into one. The app says "Saved to your downloads". On an iPhone, the share menu opens instead. Pick where to save it.

To send the pack to Telegram, tap Send to Telegram instead of step 5. See Send to Telegram below.

If you leave every file out, the app says "Pick at least one file." If you pick This month, it says "This month isn't over yet. The files cover the days so far."

Check before you send can list:

• "MVR 1,200 of September sales is not paid yet" with See who. It opens Who owes you.
• "3 items have no cost, so profit reads low" with Add costs. It opens Sales by item. See Add what an item costs you.
• "2 bills have GST but no TIN or bill no." with See them. It opens Expenses by category.

When nothing needs fixing, it says "All clear for September."

In the pack has these files:

• PDF: Income and expenses, Sales summary, Payments received, Who owes you (as of today) and Expenses by category. Also your service charge (when it is on) and GST on sales (when GST is on).
• Spreadsheets: Orders, Items sold and Expenses.

Sales by category

Which categories (your groups of items) bring in the most. The cards show Best category and Units sold. The list By category shows the sales and share of each one. See Sort items into categories.

Sales by day and hour

Your busiest days and hours. The top shows the Busiest hour, like "6pm to 7pm". The cards show Best day and Quietest day. In When orders come in, darker squares mean more orders. The lists By day of the week and By hour show orders and sales. Times are Maldives time.

Sales by seller

Who sold what at the Counter and by pay link. The list Who sold what shows each person's sales. How they were paid splits them into cash, transfer, card, on credit and other. The app says: "Cash is what each person should have handed in." Online orders have no seller. Older Counter sales may show as "Seller not recorded".

Sales by place

Sales at each place you sell from, like a shop and a market stall. The list By place shows online orders, Counter orders and sales for each place. With only one place, the app says so. See Keep stock in more than one place.

Discounts and promo codes

What you gave away. The top says Given away. The cards split it into Promo codes and Other discounts. The list By code shows how many times each code was used and the money off. Discounts with no code show as "No code (counter or sale)". The app says: "Sale prices on items are not discounts here: they are already in the item price." See Make a promo code.

Cancelled and refunded

Orders that did not count. The cards show Cancelled, Refunded and Paid, then cancelled. The list Every order says what happened to each: Refunded, Cancelled after paying, or Cancelled. The app says: "Check that money taken for cancelled orders went back to the customer." See Cancel or refund an order.

Delivery and fees

What you charged on top of items. The cards show Delivery, Ferry, Doorstep, Item fees and Service charge. The lists By how it went, Islands and Item fees split the fees up. Service charge has its own report.

Payments received

Money that came in, on the day it came in. The cards show Cash, Transfer, Card and PayPal, Cash on delivery and From credit. The list By how it was paid adds up each way. Every payment shows the date, what it was for, who paid and how. If that list is cut short, it says "Pick a shorter period to see them all."

Expenses by category

Every expense, grouped by what it was for. The cards show Bills, GST on bills and Not paid yet. The list By category adds up each kind. Every expense shows the supplier and bill number. A bill with GST needs a supplier TIN and a bill number. If one is missing, the app tells you to fix it. See Bills and GST: add a bill.

Who owes you

Customers who still owe you. It uses your credit book and orders not paid yet. It always shows today, whatever days you picked. A coloured bar shows how old the money is: "0 to 7 days", "8 to 30 days", "31 to 60 days" and "Over 60 days". The list Oldest first shows each person, since when, and how much.

To remind someone:

1. Tap Remind next to their name. It shows only when you have their phone number.
2. WhatsApp opens with a message ready. Tap send in WhatsApp.

Customers see

a WhatsApp message like "Hi Aisha, a friendly note from (your shop name): MVR 250.00 is still open since 3 Oct. Thank you."

See Keep a credit book.

What you owe

Supplier bills you marked Pay later. It always shows today. The cards show Overdue and Due in 7 days. The list By supplier has a Call button when the supplier has a phone number. Every bill shows when each bill is due. When you pay a bill, mark it paid in Money. See Bills and GST: suppliers and what you owe.

Stock on hand and value

What you have in stock now, and what it cost you. It always shows today. Only items with stock counting on are here. The cards show Units on hand, Items counted and Out of stock. The list Every item shows each item. With two or more places, By place comes first. Items with no cost show a dash. Add a cost to count them in the value. See Keep count of your stock.

Stock moves

Stock counts, stock added and transfers in the days you picked. Transfers between places shows each transfer as "On the way", "Received" or "Cancelled". Counts and stock added shows each change and who made it. See Add new stock and fix a count.

Customer list

Who bought in the days you picked. The cards show New, Came back and Top 10 bought. The app says: "Came back means they bought here before this period." The list Biggest buyers first shows each customer's orders and money spent. Counter sales with no name show apart, as Sales with no name.

Spreadsheets

At the bottom of Reports, under Spreadsheets, three rows come with the add⁠-⁠on:

• Items sold: one row for each item on every order.
• Expenses: one row for each expense, with the supplier TIN and bill number.
• Customers: name, phone, orders and money spent.

1. Tap a row. A sheet called Get this report opens. (A sheet is a panel that covers part of the screen.) Excel (.xlsx) is picked when you start.
2. Under Columns, tap a column to leave it out. Tap it again to put it back.
3. Tap Download Excel file.

Tap CSV before step 3 if your accountant asks for a CSV file. The button then says Download CSV.

Each file uses the days you picked. Items sold and Customers also follow what you set in Customise. The Orders spreadsheet in the same group is free.

Send to Telegram

With the add⁠-⁠on, you can send a report to Telegram as a PDF. It goes to your chat with Eveyla Bot. This works for the reports in this article, Sales by item and the service charge report.

1. Open a report, like Sales by item.
2. Tap Get this report at the bottom.
3. Tap Telegram.
4. Tap Send to Telegram.

The app says "Sent to your Telegram". It also says: "The PDF lands where your order alerts come. Forward it to your accountant from there."

The owner's file goes to the chat linked in Settings under Order alerts. See Get orders on Telegram. A senior manager's file goes to their own chat with the bot. See Order alerts for your team.