What You’ll Learn

By the end of this guide, you’ll be able to:

• Navigate all report types in Kelola
• Understand financial performance metrics
• Analyze stock movements and trends
• Generate customer insights
• Export and share reports

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Reports Overview

Kelola provides comprehensive reporting to help you understand your business performance. Reports are organized into categories:

Report Category	Purpose	Key Metrics
Financial	Track revenue, profit, expenses	Sales, profit margin, trends
Stock	Monitor inventory levels	Stock movements, low stock alerts
Customers	Analyze customer behavior	Purchase history, top customers
Receivables	Track unpaid balances	Outstanding debts, payment status

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Accessing Reports

Navigation

1. Go to Account → Reports
2. Select report category
3. Choose specific report type
4. Set date range and filters

Common Report Controls

Date Range Selector:

• Today
• Last 7 days
• This month
• Last month
• Custom range

Export Options:

• PDF - For sharing/printing
• Excel/CSV - For analysis
• View on screen - Quick review

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Financial Reports

Financial Summary Report

Your complete business financial overview.

What’s Included:

• Total sales revenue
• Total purchases (stock in)
• Gross profit calculation
• Expense summary
• Net profit

How to Read:

Sales Revenue:     $10,000
Purchase Costs:    -$6,000
Gross Profit:       $4,000
Expenses:          -$1,000
Net Profit:         $3,000

Time Periods:

• Daily breakdown
• Weekly summary
• Monthly view
• Yearly comparison

Sales by Product Report

Identify your best and worst performing products.

Metrics:

• Units sold
• Revenue per product
• Profit margin
• Compare periods

Use Cases:

• Stock purchasing decisions
• Promotion planning
• Product discontinuation

Sales Trends

Visual charts showing business performance over time.

Chart Types:

• Line graph - Sales over time
• Bar chart - Compare periods
• Pie chart - Category breakdown

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Stock Reports

Stock Movement Report

Track all inventory changes.

What’s Tracked:

• Stock in (purchases)
• Stock out (sales)
• Adjustments
• Current levels

Key Insights:

• Fast-moving products
• Slow-moving inventory
• Reorder timing

Low Stock Alert

Prevent stockouts with automatic alerts.

How It Works:

1. Set minimum stock levels per product
2. Kelola monitors quantities
3. Get alerts when stock is low
4. Reorder before running out

Setting Alerts:

1. Go to Stock Alerts
2. Select product
3. Set minimum quantity
4. Save

Stock Valuation

Know the value of your inventory.

Calculations:

• Quantity on hand × Cost price
• Total inventory value
• Value by category

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Customer Reports

Customer List Report

Complete customer database with purchase history.

Information Included:

• Customer name and contact
• Total purchases
• Total amount spent
• Last purchase date
• Outstanding balance

Top Customers Report

Identify your most valuable customers.

Ranked By:

• Total purchase amount
• Number of transactions
• Average order value

Benefits:

• VIP customer recognition
• Targeted promotions
• Loyalty programs

Customer Purchase History

Detailed view of individual customer activity.

View:

• All transactions
• Products purchased
• Payment patterns
• Returns history

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Receivables Report

Outstanding Balances

Track who owes you money.

Report Shows:

• Customer name
• Total outstanding amount
• Days overdue
• Last payment date

Payment Status Tracking

Monitor partial payments and credit.

Statuses:

• Paid - Fully paid
• Partial - Part paid, balance due
• Unpaid - Nothing paid yet
• Overdue - Past payment terms

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Expense Reports

Expense Summary

Track all business spending.

Categories:

• Rent
• Utilities
• Salaries
• Supplies
• Marketing
• Other

Analysis:

• Total expenses by category
• Trend over time
• Percentage of revenue

Expense Trends

Identify spending patterns.

Questions Answered:

• Are expenses increasing?
• Which category grew most?
• Seasonal variations?

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Using Reports for Decision Making

Daily Operations

Morning Routine:

1. Check yesterday’s sales
2. Review low stock alerts
3. Follow up on overdue payments

Weekly Planning

Weekly Review:

1. Top selling products
2. Customer activity
3. Expense tracking
4. Stock levels

Monthly Strategy

Monthly Analysis:

1. Profit and loss summary
2. Compare to previous month
3. Identify trends
4. Adjust purchasing

Quarterly Business Review

Strategic Decisions:

1. Product line evaluation
2. Customer retention analysis
3. Profitability by category
4. Growth opportunities

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Exporting and Sharing Reports

Export Formats

PDF:

• Professional format
• Easy to share
• Print-ready

Excel/CSV:

• Data analysis
• Custom calculations
• Import to other systems

Sharing Options

1. Email - Send directly from Kelola
2. Download - Save to device
3. Print - Physical copy
4. Cloud storage - Upload to Google Drive, Dropbox

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Best Practices

For Accuracy

✅ Regular review

• Check reports weekly
• Verify data matches reality
• Spot discrepancies early

✅ Consistent categorization

• Use same expense categories
• Consistent product categorization
• Accurate customer records

✅ Timely data entry

• Record transactions promptly
• Don’t backlog entries
• Daily reconciliation

For Insights

✅ Compare periods

• Month-over-month
• Year-over-year
• Seasonal comparisons

✅ Set benchmarks

• Target profit margins
• Sales goals
• Stock turnover rates

✅ Act on insights

• Adjust inventory
• Focus on profitable products
• Address customer issues

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Troubleshooting

”Report data doesn’t match”

• Check date range is correct
• Verify all transactions are recorded
• Check for pending/sync issues

”Can’t export report”

• Check internet connection
• Try different format
• Contact support if persistent

”Report loading slowly”

• Reduce date range
• Apply filters before loading
• Try during off-peak hours

”Missing transactions”

• Check if transactions are in correct date range
• Verify staff recorded transactions
• Check for deleted transactions

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FAQ

Q: How often are reports updated? A: Reports update in real-time as transactions are recorded.

Q: Can I customize report date ranges? A: Yes, most reports allow custom date ranges from any period.

Q: Who can access reports? A: Depends on user role. Owners and Admins can see all reports. Staff may have limited access.

Q: Can I schedule automated reports? A: Currently, reports are generated on-demand. Scheduled reports may be available in future updates.

Q: How far back does report data go? A: Reports include all historical data since you started using Kelola.

Q: Can I compare multiple locations? A: If you have multiple businesses, switch between them to compare reports.

Q: What’s the difference between gross and net profit? A: Gross profit = Sales - Cost of goods. Net profit = Gross profit - All expenses.