Sales and payments

The Sales and payments page (Management section of the menu) shows how money flows through the garage: what comes in, what goes out and what is still owed. It answers questions such as “do many customers owe me money?” or “am I collecting far more than I am buying?”.

Who sees the page

The page only appears for people with the View the Sales and payments report permission: among the built-in roles, only the Administrator. You can give it to a custom role, for example a workshop manager’s or a general manager’s, in Roles, without opening the garage settings to them.

The blocks shown then depend on what the person can see otherwise:

• sales (invoiced, sales excl. VAT, average hourly rate, sales by channel, by activity and by kind, best sellers, projected invoiced): always, including in a garage that invoices without the cash register;
• collections (collected, average payment delay, amount due, findings): only with the Payments and cash register feature enabled (Settings › Features, see Features) and the View payments permission;
• supplier purchases (purchases of the period, purchases ordered but not yet received): only with the Order from suppliers permission.

A hidden block is not computed; a short sentence at the top of the page says what is missing.

Choosing the period

The Week, Month, Year and Custom period buttons choose the kind of period (the current month by default); the arrows move to the previous or next period, and Back to today returns to the current one. A week runs from Monday to Sunday. All days are in the garage’s time zone.

With Custom period, choose the From and To dates, then Show: the end date cannot be before the start date, and the period lasts two years at most. The chart and the table go day by day up to about two months (62 days), month by month beyond. The arrows move to the period of the same length just before or just after. The chosen period stays in the page address: you can bookmark it or share it with a colleague who has the same permission.

Indicators

Each indicator is compared with the previous period of the same kind (“+12% vs previous period”) and with the year before, the same period one year earlier: the same week (same weekdays, 52 weeks before), the same month, the same year, or the same dates one year earlier for a custom period (29 February becomes the 28th).

• Invoiced (incl. VAT, net of credit notes): invoices and deposit invoices issued during the period, minus credit notes issued during the period. A deposit counts once, when its deposit invoice is issued. See the invoices opens the period’s invoices in Issued documents (for people who can view jobs and customers).
• Collected: the same rule as the Collected today indicator of the Cash register page, over the whole period: payments received (refunds deducted), minus cancellations made during the period. Redeeming a gift card is not a collection (its sale was). See the payments opens the period’s payments in the Cash register.
• Supplier purchases: the purchases whose order was sent during the period, excluding VAT and indicative (value received plus the rest still to receive at the expected price): the supplier’s invoice prevails.
• Amount due − open purchases: what your customers owe you (amount due, incl. VAT) minus what you still owe your suppliers (purchases ordered but not yet received, excl. VAT and indicative), as of today. It is a cash indicator, not a result or a profit: the two amounts are not on the same VAT base, and it does not depend on the selected period. Invoiced and collected stay side by side, never subtracted.
• Sales excl. VAT (credit notes deducted): the period’s revenue excluding VAT, workshop and counter, net of credit notes; as for invoiced, a deposit counts when its deposit invoice is issued.
• Average hourly rate billed: labour invoiced excluding VAT (discounts included) divided by the labour hours invoiced, net of credit notes. Flat rates are not included, even when they contain labour.
• Average payment delay: for the invoices fully paid during the period (their last payment received during the period, nothing left to pay), the average number of days between the issue of the invoice and that last payment. A counter sale paid on the spot counts as 0 days; an invoice settled by a credit note alone does not count; a cancelled payment is not a payment. It belongs to collections: it only shows with their access.

Findings

Below the indicators, simple findings appear when they apply:

• a large share of the amount due is more than 30 days late (over a quarter, and at least €500): consider chasing these customers;
• the amount due exceeds what was collected during the period: your cash is waiting for these payments;
• your open purchases exceed the amount due by customers: keep an eye on your cash.

These findings help you run the garage; they are not tax advice.

Money in and out

The chart shows, slot by slot (a day for a week or a month, a month for a year; for a custom period, a day up to 62 days and a month beyond), the amount collected next to supplier purchases, on a single scale. Hover over a column (or move through them with the keyboard) to read its amounts and what was invoiced in that slot; Show the data as a table gives the same figures as a table, with the total.

Closed days and months: equal to the Z report

A closed day or month (the fiscal closure is made automatically once the day or month is over, see Closures) shows here the same figures as its Z report: invoiced net of credit notes is its “Period total incl. VAT”, collected is its “Collected excluding gift cards used” (or its “Total payments” when there are none). Whoever can view Z reports (permission View compliance) finds View the Z above the indicators of a closed month, and in the Z report column of the table for each closed day (each closed month of a year, or of a custom period that contains it entirely). The Z report also carries what this page does not show: VAT by rate, number of documents and duplicates, perpetual totals, cash movements and counts. A week, the current day or the current month have no Z report, and the first closed month starts on the day the garage’s fiscal journal started.

What customers owe you

The ring splits the amount due today (all invoices not yet settled, whatever the period chosen): not yet due, then 1 to 30 days late, 31 to 60 days late and more than 60 days late, with the amount and number of invoices in each part. The detailed list is in the To collect tab, which the See amounts due link opens directly.

Upcoming cash

What is still to come in and go out, as of today: the amount due by customers, minus purchases ordered but not yet received (excluding VAT, at the expected price), and the difference, amount due − open purchases (the same figure as the indicator at the top of the page). For the current period, the projected invoicing at the end of the week, month or year extends the current pace: invoiced to date scaled to the days elapsed.

Sales by channel and by activity

The Sales by channel ring splits the period’s revenue excluding VAT (net of credit notes) between the workshop (invoices of a job) and the counter (counter sales), with the number of invoices of each.

The Sales by activity table gives the same total by activity of the invoiced job (its work type, under its current name), with the share of each: No activity for a job without one, Counter for counter sales. The rows add up to the Sales excl. VAT indicator.

Sales by type and best sellers

The Sales by type ring splits the period’s revenue excluding VAT between labour, parts and flat rates (net of credit notes; a flat rate counts for its price, the parts it includes are not added). The Best sellers table lists the ten items that brought in the most during the period, with their quantity.

A note under the ring’s title explains a normal shift: invoiced incl. VAT counts a deposit when its deposit invoice is issued, while sales excl. VAT by type count the whole final invoice, so the two do not fall in the same period. Likewise, a credit note counts on the day it is issued: a month can look negative.

Export as CSV

The ⋮ menu at the top of the page, Export as CSV, saves the figures shown for the chosen period in a sales-<start>_<end>.csv file that a spreadsheet can open (semicolon separator):

The file is a single table: one row per slot (day or month), then the totals of the period, the previous period and the year before; the columns are invoiced, credit notes and invoiced net of credit notes (incl. VAT), collected and supplier purchases, then the indicators (sales excl. VAT, workshop and counter, labour and hours invoiced, average hourly rate, invoices fully paid and average payment delay) and sales by activity. The indicators are only filled on the three whole-period rows; a figure that cannot be computed (no hour invoiced, no invoice paid) is written 0. A message confirms the download.

The file only holds what you can see: without access to collections, neither collected nor payment delay; without access to purchases, no supplier purchases. Each export is recorded in the garage’s audit log (period exported, without any amount).

Nothing is changed by these views. Invoiced and collected amounts include VAT, purchases and item sales exclude it; they do not replace your accountant’s books.