What is the Financial Report?

The Financial Report provides a complete overview of your business financial performance. It consolidates data from sales, purchases, expenses, and profits into an easy-to-read dashboard with visual charts and detailed transaction tables.

Why Use Financial Reports?

Financial reports help you:

• Monitor business health – Track revenue, costs, and profitability
• Identify trends – See patterns in sales and expenses over time
• Make informed decisions – Use data to guide business strategies
• Simplify accounting – Export data for tax reporting and bookkeeping
• Track unpaid sales – Monitor outstanding customer payments

Financial Report Dashboard

The dashboard consists of several key components:

1. Financial Chart

A visual bar chart displaying:

• Sales – Total sales value (including unpaid)
• Paid Sales – Sales that have been paid
• Purchases – Total purchase costs (Stock In)
• Expenses – Business expenses recorded
• Profit – Net profit calculation

Tip: Hover over chart bars to see exact values for each period.

2. Summary Cards

Key metrics displayed as summary cards:

Card	Description
Total Sales	Sum of all sales (paid + unpaid) in the selected period
Paid Sales	Sales that have been fully paid by customers
Total Purchases	Cost of all stock purchases (buying price × quantity)
Total Expenses	Sum of all recorded business expenses
Total Profit	Paid Sales − Purchases − Expenses
Assets Value	Current value of all inventory (buying price × current stock)
Lifetime Unpaid Sales	Total outstanding receivables from all time

Note: Some metrics require permission to view capital prices. If you see ”-”, you may not have access to view buying prices.

3. Transaction Report Table

A detailed breakdown by date showing:

• Date – The date/day/week/month of transactions
• Sales – Total sales for that period
• Paid Sales – Amount received from customers (with payment method breakdown)
• Purchases – Stock purchase costs
• Expenses – Business expenses
• Profit – Net profit for that period

Click on any row to see more details, or click the arrow next to Paid Sales to view payment methods used.

How to View Financial Reports

Step 1: Access Financial Reports

1. Open Kelola app
2. From Home screen, tap “View Reports” (Lihat Laporan)
3. Select “Financial Report” (Laporan Keuangan)

Note: Financial Report access requires permission and may require a paid subscription.

Step 2: Set Date Range

Use the date picker to select your analysis period:

• Quick presets – Last 7 days, 30 days, this month, last month, etc.
• Custom range – Select specific start and end dates

Note: Free accounts may have limitations on historical data range. Upgrade to access older data.

Step 3: Choose Time Frame

Select how data is grouped using the Time Frame dropdown:

Time Frame	Best For	Description
Day	Short-term analysis	Daily breakdown of transactions
Week	Weekly trends	7-day grouped summaries
Month	Monthly reporting	Monthly aggregated data
Year	Long-term view	Yearly summaries

Tip: The time frame auto-adjusts based on your date range. Longer periods default to Month or Year view.

Step 4: Filter by Staff (Optional)

Use the Staff Filter to:

• View transactions by specific staff members
• Analyze individual performance
• Compare sales between team members

Select one or multiple staff from the dropdown. Clear filters to see all transactions.

Understanding Key Metrics

Sales vs. Paid Sales

• Sales = Total value of all Stock Out transactions
• Paid Sales = Portion of sales that customers have actually paid
• Unpaid Sales = Sales − Paid Sales (appears in Receivables Report)

Example:

• You sell $1,000 of products
• Customer pays $600 immediately
• Customer owes $400 (unpaid)
• Sales = $1,000 | Paid Sales = $600

Profit Calculation

Profit = Paid Sales − Purchases − Expenses

Example:

• Paid Sales: $5,000
• Purchases: $2,000
• Expenses: $500
• Profit: $2,500

Assets Value

This represents the current value of your inventory:

Assets Value = Current Stock × Buying Price

This helps you understand the total capital tied up in inventory.

Lifetime Unpaid Sales

The total amount customers owe you from all time, not just the selected period. This is your total accounts receivable.

Downloading Financial Reports

Export detailed financial data to Excel:

1. Set your desired filters (date range, time frame, staff)
2. Click the “Download” button at the top right
3. The Excel file will include:
   • Date
   • Sales amount
   • Paid sales amount
   • Purchases
   • Expenses
   • Profit
   • Payment methods breakdown

Tip: Download reports monthly for accounting records and tax preparation.

Analyzing Your Financial Data

Weekly Trend Analysis

Select “Week” as time frame to:

• Identify your best and worst performing weeks
• Spot seasonal patterns
• Plan inventory and staffing

Monthly Comparison

Select “Month” to:

• Compare month-over-month growth
• Identify seasonal trends
• Set monthly targets

Day-by-Day Tracking

Select “Day” for detailed analysis:

• See daily sales patterns
• Identify peak business days
• Track daily expenses

Common Use Cases

Track Business Growth

1. Set date range to last 6 months
2. Select “Month” time frame
3. Compare month-over-month sales and profit trends

Monitor Cash Flow

1. Check “Paid Sales” vs “Sales” to see collection rate
2. Review “Lifetime Unpaid Sales” to track receivables
3. Compare incoming (Paid Sales) vs outgoing (Purchases + Expenses)

Optimize Inventory

1. Compare “Assets Value” with “Sales”
2. High assets value + low sales = potential overstock
3. Use with Stock Report to optimize inventory levels

Staff Performance Review

1. Filter by individual staff members
2. Compare their sales figures
3. Identify top performers and training needs

Tips for Accurate Reporting

Record Transactions Promptly

• Enter Stock In, Stock Out, and Expenses on the same day
• Delays in recording affect accuracy of time-based reports

Use Consistent Buying Prices

• Set accurate buying prices when receiving stock
• This ensures correct profit calculations

Categorize Expenses Properly

• Use appropriate expense categories
• This helps separate operational costs for better analysis

Regular Review Schedule

• Daily – Check sales and cash position
• Weekly – Review trends and adjust operations
• Monthly – Full financial review and reporting

How Financial Data is Calculated

Data Sources

The Financial Report combines data from:

• Stock Out → Sales and Paid Sales
• Stock In → Purchases
• Expenses → Business expenses
• Product Catalog → Buying prices for profit calculation

Real-Time Updates

Financial data updates in real-time as you:

• Record new sales (Stock Out)
• Receive inventory (Stock In)
• Add expenses
• Record customer payments

Data Delay Notice

There may be a slight delay (few minutes) for data to fully sync across all reports due to processing.

Related Features

• Stock Report – View inventory movements and valuations
• Expense Report – Detailed expense breakdown by category
• Receivables Report – Track unpaid customer invoices
• Customer Report – Individual customer purchase history

Need Help?

If you have questions about financial reports or need help interpreting your data, please contact our support team through the Contact Us button in the Kelola app.