Administration Reports

The following reports are available to employees with administration privileges through Administration->Reports  unless otherwise indicated.

Accounting - Aged
The Aged Accounts Receivable report provides a summary of all customer accounts with outstanding balances at the date the report is run.
Report Parameters - None

Art Inventory - Art Inventory List
The Art Inventory List report summarizes all unique inventory items that are currently 'In Stock' at the gallery. This report contains descriptive information about the art work and the display price only, and can be distributed to customers if required.
Report Parameters - <Select All> or filter by the name of the Artist.

Art Inventory - Art Catalog by Artist (with Prices)  
The Art Catalog report lists the details of  unique inventory items complete with digital images and selling price. This report is suitable for distribution to clients or for presentation in the gallery. The report prints in landscape orientation and has four items listed per page.  
Report Parameters - <Select All> or filter by the name of the Artist.

Art Inventory - Art Catalog by Artist (no Prices)  
The Art Catalog report lists the details of unique inventory items complete with digital images but does not print the selling price of the items. This report is suitable for distribution to clients or for presentation in the gallery. The report prints in landscape orientation and has four items listed per page.  
Report Parameters - <Select All> or filter by the name of the Artist.  

Art Inventory - Art Inventory Transactions
The Art transaction report summarizes the transactions for unique inventory items by transaction type and date. This report contains identifying information regarding the art work such as title and artist as well as the date and details of the transaction.
Report Parameters - The type of transaction (Invoice, Transfer etc) AND a date, or date range with a specified start and end date.

Art Inventory - Consignment Inventory
The Consignment Inventory report summarizes all unique inventory items that are currently held on consignment at the gallery. This report contains descriptive information about the art work and the retail price that the consignment is based on.
Report Parameters - <Select All> or filter by the name of the Artist.

Art Inventory - Gallery Owned Inventory
The Gallery Owned Inventory report summarizes all unique inventory items that are currently owned by the gallery. This report contains descriptive information about the art work and the cost price that the gallery paid for the item.
Report Parameters - <Select All> or filter by the name of the Artist.

Commissions Due
The Commissions Due report summarizes all commissions that are due to gallery employees at the date the report is run. The report is organized by employee name.
Report Parameters - None

Commission Statement
The Commission Statement summarizes all commissions for employees to date, both paid and outstanding.
Report Parameters - <Select All> or filter by the name of the Employee.

Consignments Due
The Consignments Due reports summarize all consignments that are due to artists/suppliers at the date the report is run. All outstanding consignments can be printed by selecting All Outstanding Consignments, or the report can be filtered to select either artists or suppliers by selecting Artist Consignments Due or Supplier Consignments Due.  The report is organized by artist/supplier name.
Report Parameters - <Select All> or filter by the name of the artist or supplier.

Consignment Statements (Artist Consignment Statement or Supplier Consignment Statement)
The Consignment Statement summarizes all consignments for artists or suppliers to date, both paid and outstanding.
Report Parameters - <Select All> or filter by the name of the artist or supplier AND select a date, no date, or date range with a specified start and end date.

Cost of Goods Sold
The Cost of Goods Sold report is a management report that summarizes all unique inventory and regular inventory items sold, displaying the amount sold, the cost of the items sold, and the gross margins for each item.  For unique items, the cost of the art work includes all framing and conservation charges that have been applied against the item, but excludes any taxes paid to the consignor if the work was consigned.  *This report is for management purposes only and should not be used in calculating the net value of inventory for tax purposes.
Report Parameters - A date, or date range with a specified start and end date.

Customer List (Customers by Artist)
The Customer List (Customers by Artist) is a list of all customer contact information (i.e.. address, phone numbers) summarized by preferred artist. 
Report Parameters - <Select All> or filter by the preferred artist.

Customer List (Customers by City)
The Customer List (Customers by City) is a list of all customer contact information (i.e.. address, phone numbers) summarized by the city in which they reside. 
Report Parameters - None

Customer List (Customers by Email Address)
The Customer List (Customers by Email Address) report is a list of customer contact information (i.e.. name, email address, city, phone number and customer status) for customers that have email addresses included in their customer information record. Unlike the other customer list reports that include all customer records, this report only includes customers with email addresses.
Report Parameters - None

Customer List (Customers by Last Name)
The Customer List (Customers by Last Name) is a complete list of all customer contact information (i.e.. address, phone numbers) ordered by the customer Last Name. This report includes both active and inactive customers, and displays the current status of the customer as well as the contact information.
Report Parameters - None

Customer Sales History
The Customer Sales History is a detailed report that lists all items purchased by the customer, including all unique inventory, regular inventory and Miscellaneous charges.
Report Parameters - <Select All> or filter by the customer name.

Customer Statement
The Customer Statement Report available through Administration->Reports generates customer statements for all customers with outstanding balances.
Report Parameters - None

Misc Inventory
The Regular Inventory report lists all regular inventory items, organized by category. The report summarizes the quantity of stock available for each item, including the items that are 'On hand' as well as the items that are currently on unfilled customer orders. The total net cost of each item available is also displayed.  This report can be generated at year end to calculate the value of inventory as the cost of items in stock has been calculated using the FIFO accounting method.

Misc Inventory Transactions
The Regular Inventory Transactions reports lists all transactions that have occurred on a single item since the item was first added to inventory. The transactions are grouped and totaled by received transactions and sold transactions. This report is available as either a detail report which lists each individual transaction, or as a summary report that totals the received and sold transactions. It is accessed from the Misc Inventory form by selecting either  Manage->View Transaction History (Detail) or Manage->View Transaction History (Summary) from the toolbar while the item to be reported is loaded into the form.
Report Parameters - None

Outstanding Orders
The Outstanding Orders report lists all orders that have been created, but have not yet been invoiced. This may include outstanding work orders, items out on approval to customers etc. Orders that have been cancelled are not included on this report.
Report Parameters - None

Sales Summary (By Date)
The Sales Summary report displays both sales and payments received. Sales are displayed according to their type, Miscellaneous charge, unique inventory and regular inventory. Miscellaneous charges are summarized by the charge type, regular inventory is summarized by item, and unique inventory items are itemized. Payments are summarized by payment types. This report is designed to be run on a daily basis to summarize the sales and the payments for the day. It should be used to balance your till receipts.
Report Parameters - A date, or date range with a specified start and end date.

Sales Summary (By Category)
The Sales Summary By Category report displays both sales and payments received. Sales are displayed according to their type, Miscellaneous charge, unique inventory and regular inventory and are then further summarized by the categories within each type. This report could be run on a monthly basis to assist in analyzing the types of sales made each month.
Report Parameters - A date, or date range with a specified start and end date.