Documentation/ Dashboard and reports/ Amount summaries
Summaries of purchases, expenses, sales and delivery notes
Seven cards, six of them with the same three figures: net amount, total VAT and total. What matters is not reading them but knowing which of them can be added together and which cannot.
Dashboard › the summaries block
On this page
The cards
| Card | What it groups |
|---|---|
| Purchase invoices summary | What your suppliers have invoiced. |
| Expense invoices summary | The costs that never touch the warehouse. |
| Sales invoices summary | What you have invoiced. |
| Goods received notes summary | What came in, according to your suppliers' delivery notes. |
| Delivery notes summary | What you sent out, according to your own delivery notes. |
| Result | Sales less purchases and expenses, on the same three figures. |
| Labour cost summary | What the period's payslips come to. It only shows on accounts that hold payslips. |
The three figures
| Figure | What it is |
|---|---|
| Net amount | The amount before tax. |
| Total VAT | The tax amounts added up. |
| Total | The document's total, tax included. |
They come from each document's header, not from adding its lines up. It is the same figure you checked and approved: if a document had the wrong total, it appears wrong here.
The delivery notes summary
This is the one with the most subtleties, and the card points it out: it says how many delivery notes it is worked out over.
That figure is the key to reading it. If the summary is worked out over eighty delivery notes and a hundred and twenty came in over the period, forty are unpriced: they arrived with no amounts and add nothing.
Unpriced delivery notes are usual in trades where the supplier delivers first and invoices later. It is not an error, but it keeps the summary permanently below what was really received.
The labour cost summary
This card does not carry a net, a VAT figure and a total, because a payslip carries no tax. It carries three figures of its own:
| Figure | What it holds |
|---|---|
| Gross pay | What the employees earn over the period, added up. |
| Employer cost | What the company pays on top of the gross. |
| Total labour cost | The two added together. |
Where a payslip in the period carries no employer cost, the card says so: payslips with no employer cost: the real total is higher. That happens where the payslip prints the rates but not the amounts, and it is explained in Payslips.
What not to add together
Purchases and delivery notes do not add together. The same goods appear on the delivery note when they arrive and on the invoice when they are invoiced. Adding them doubles the spend.
The general rule for reading these cards:
| To know… | Look at… |
|---|---|
| How much has been spent | Purchases plus expenses. |
| How much has come in | Sales. |
| How much stock has arrived | Delivery notes, allowing for the unpriced ones. |
| Whether the supplier invoices what they deliver | Compare delivery notes with purchases, do not add them. |
They depend on the filters
Every card is recalculated with the date range and the project in force. A project filter leaves out everything that has not got it assigned.
It is the commonest reason a figure "does not add up": nothing is missing, it is filtered.
When it does not agree with the accounts
These figures and the accounting program's need not match. Four legitimate reasons:
- Documents still to be checked, whose amounts are not final.
- Deleted documents, which stop adding up here.
- A different date rule: here the document's date governs; in the accounts it may be the posting date.
- Documents not yet sent to the accounting program.
The dashboard is a management tool, not an accounting close. To reconcile with the accounts, the way is the filtered and exported list, not these cards.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| The delivery notes summary is far lower than expected | There are unpriced delivery notes. | Compare the card's count with the period's total delivery notes. |
| The spend comes out double | Purchases and delivery notes were added together. | They do not add together: they are the same goods at two moments. |
| A card is at zero | There are no documents of that type in the period, or there is a project filter. | Reset the filters. |
| It does not match the accounting program | Different date and status rules. | Compare on the filtered list, not on the dashboard. |
| The VAT looks low | There are documents with VAT not broken out or read wrongly. | Go over the documents flagged for checking their amounts. |