Documentation/ Dashboard and reports/ The dashboard
The dashboard: what each thing measures
The dashboard answers three questions: how much has been processed, how much it adds up to and who you work with. Everything it shows depends on the date and project filters in force.
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The dashboard's blocks
| Block | What it answers |
|---|---|
| Document types | How many documents and how many pages there are of each type. |
| Total documents | How many there are altogether, and how many active against deleted. |
| Amount summaries | What the purchases, expenses, sales and delivery notes add up to, the result between them and the labour cost. |
| Top 10 suppliers | Who you buy most from. |
| Top 10 products | What you buy most of. |
Document types
One card, with a row per type. Each row carries two figures: the number of documents and, in brackets, the pages they come to.
| Row | What it counts |
|---|---|
| Invoices | Purchase invoices. |
| Expenses | Expense invoices. |
| Sales | Sales invoices. |
| Goods received notes | Delivery notes received. |
| Delivery notes | Delivery notes issued. |
The distinction between documents and pages matters: on business accounts, usage against the plan is measured in pages. A four-page invoice counts as one document and as four pages.
Totals, active and deleted
The total documents block breaks out six figures:
| Documents | Pages |
|---|---|
| Total | Total |
| Active | Active |
| Deleted | Deleted |
The deleted ones appearing separately is not a cosmetic detail: they still count towards usage. It is the figure that explains why usage against the plan does not fall when documents are deleted.
The amount summaries
Six cards, each with the net amount, the total VAT and the total: purchases, expenses, sales, goods received notes, delivery notes and the result, which is what was sold less what was bought and spent. On accounts with payslips there is a seventh, the labour cost. They have a page of their own because there are subtleties worth knowing, particularly on the delivery note ones.
The two rankings
- Top 10 suppliers by net amount, worked out from delivery notes.
- Top 10 most-bought items, also from delivery notes.
Both are worked out from delivery notes, not invoices. It is a decision with consequences worth understanding before drawing conclusions.
Both have an export button to Excel, and there is a useful difference there: the chart shows ten, but the spreadsheet brings the complete list.
Refreshing
The dashboard loads its data when you open it. The refresh button asks for all of it again, including the advanced charts.
It is what to press after processing new documents: the dashboard does not update itself while it is open.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| The figures do not include recent documents | The dashboard does not update itself. | Press refresh. |
| The charts come out empty | There is no data in the date range filtered. | Widen the range or reset the filters. |
| The total pages figure is higher than expected | It includes the pages of deleted documents. | Look at the active pages figure for the number without deletions. |
| A document type shows as zero | None has been processed in the period, or there is a project filter on. | Look at the filters. |
| The figures do not match the list | The dashboard's filters and the list's are not the same. | Match the dates and project before comparing. |