Reports

CStoreIQ's Reports module is your central hub for generating detailed financial and operational reports across all your stores. It covers purchases, sales, inventory, fuel, and accounting data, giving you the insights you need to make informed decisions.

Navigation: Sidebar → Reports

The Reports section contains five sub-pages accessible from the sidebar:

• Purchases — Purchase reports by item, vendor, department, plus weekly and invoice status reports
• Sales — Department/item sales, day reconciliation, year-over-year comparisons, UPC history, and sales comparison
• Inventory — Current inventory levels, unupdated inventory tracking, and sales/purchase summaries by department
• Fuel — Fuel-specific operational and financial reports
• Accounting — Accounting-focused reports and summaries

This article focuses on Purchase Reports, Sales Reports, and Inventory Reports — the three most commonly used report categories.

Common Features Across All Reports

Before diving into each report category, here are features shared across virtually all reports in CStoreIQ:

1. Purchase Reports

Navigation: Sidebar → Reports → Purchases

The Purchase Reports section is organized into three tabs across the top: Purchase Report, Weekly Report, and Invoice Status Report.

1.1 Purchase Report Tab

This tab offers six radio button options, each generating a different report:

Purchase Report By Item
Filters: Date Range, Store Location, Vendor
Shows item-level purchase data. Useful when you need to see exactly what products were purchased from which vendors during a time period.

Purchase Report By Item Detail
Filters: Date Range, Store Location, Department, Vendor
Provides the most granular view of purchase data with an additional Department filter. This is the most detailed purchase report available — use it to drill into specific department purchases from specific vendors.

Purchase Report
Filters: Date Range, Store Location, Payment Type
A general purchase summary that can be filtered by how invoices were paid (e.g., Bank, Cash, NA). Useful for reconciling payment methods against purchase records.

Purchase Report By Vendor
Filters: Date Range, Store Location, Vendor
Aggregates purchases by vendor. Ideal for reviewing your spend with specific suppliers and comparing vendor costs over time.

Purchase Report By Department
Filters: Date Range, Store Location, Department
Summarizes purchase activity by department. Columns: Store Name, Department, Vendor Name, Invoice Date, Invoice No, Amount Paid. A Total row at the bottom displays the aggregate amount paid.

Expenses Report
Filters: Date Range, Store Location, Payment Type
Tracks store expenses (non-merchandise purchases). Filter by payment type to see how expenses were settled.

1.2 Weekly Report Tab

Filters: Store Location only (no date range — automatically shows current and previous week)

Two radio button options:

• Weekly Sale Report — Compares this week's sales to last week's by department.
• Weekly Purchase Report — Compares this week's purchases to last week's by department.

Both reports display columns: Store Name, Department, Current Week, Previous Week, Difference. A Total row summarizes the aggregate.

1.3 Invoice Status Report Tab

Filters: Date Range, Store Location

Tracks the processing status of vendor invoices. Columns: Store Name, Vendor Name, Invoice No, Invoice Date, Due Date, Amount, Status. Useful for monitoring which invoices are pending, paid, or overdue.

2. Sales Reports

Navigation: Sidebar → Reports → Sales

The Sales Reports section is organized into five tabs: Sales, Day Recon, Sales Comparison Year Ago, Sales History By UPC, and Sales Comparison.

2.1 Sales Tab

This tab has four radio button options:

Department Sales
Filters: Date Range, Store Location
The primary sales report. Columns: Group (expandable), Department, Sales Quantity, Sales Amount, Buying Cost, Profit, Margin, Taxes, State/County/City Tax. Data is grouped by store — click the expand arrow to see all departments.

Department Sales Detail
Filters: Date Range, Store Location, Department
A more granular version with additional detail-level columns.

Item Sales
Filters: Date Range, Store Location, Department, Order By
Individual item level sales. The Order By dropdown lets you sort by quantity or amount.

Sales Report
Filters: Date Range, Store Location, Department
A general-purpose sales summary report.

2.2 Day Recon Tab

Filters: Store Location, Shift Level, Date Range

Three radio button options:

• Day Recon — Full daily reconciliation summary
• Multi-Day Recon — Reconciliation across multiple days
• Z Report — End-of-day Z report data

The Day Recon report shows four summary panels: MOP (Method of Payment) Name/Count/Amount, Sales Description/Amount, Gas Grade/Volume/Amount, and Cash/Check Summary.

2.3 Sales Comparison Year Ago Tab

Filters: Date Range, Store Location

Compares current period sales to the same period one year ago. Columns: Group, Department, Sales Qty (current), Sales Qty (year ago), Sales Amount (current), Sales Amount (year ago), Difference, % Change. Useful for identifying year-over-year growth or decline by department.

2.4 Sales History By UPC Tab

Filters: Date Range, Store Location, UPC Code

Look up the complete sales history for a specific product by its UPC code. Columns: Store Name, UPC Code, Description, Department, Date, Quantity, Amount. Ideal for tracking individual product performance over time.

2.5 Sales Comparison Tab

Filters: Two Date Ranges (Period 1 and Period 2), Store Location

Compares sales between any two custom date ranges. Columns: Group, Department, Sales Qty (Period 1), Sales Qty (Period 2), Sales Amount (Period 1), Sales Amount (Period 2), Difference, % Change.

3. Inventory Reports

Navigation: Sidebar → Reports → Inventory

The Inventory Reports section is organized into three tabs: Inventory Report, Unupdated Inventory Report, and Sales/Purchase Report.

3.1 Inventory Report Tab

Filters: Store Location, Department, UPC Code

A real-time snapshot of current inventory levels. No date range filter — reflects current state. Columns: Store Name, UPC Code, Description, Department, Buying Cost, Selling Price, Current Inventory, Buying Value, Selling Value. A Total row at the top summarizes aggregate values.

Understanding Negative Inventory: If you see negative inventory values for any item, this typically indicates one of two issues:

(1) Invoices not updated correctly — Items were received at the store but the corresponding purchase invoices were not entered or processed in CStoreIQ.

(2) Physical inventory cycle count not performed — The system's calculated inventory has drifted from actual shelf counts over time.

In both cases, it means more items were sold than what the system believes were in stock. To resolve this, ensure all vendor invoices are entered promptly and conduct regular physical inventory counts to keep the numbers accurate.

3.2 Unupdated Inventory Report Tab

Filters: Date Range, Store Location, Department

Identifies inventory items that have not been updated (via sales or purchase activity) during the selected date range. Helps identify stale or dormant products that may need markdowns, returns, or shelf-space reallocation.

Columns: Store Name, Department Description, POS Code, Description, Inventory As Of Date, Current Inventory.

3.3 Sales/Purchase Report Tab

Filters: Date Range, Store Location, Department

Two radio button options providing a combined view of sales and purchase activity by department:

Sales/Purchase By Department
Columns: Group (expandable), Department, Sales Amount, Purchase Amount. Makes it easy to compare spending versus earning per department.

Sales/Purchase By Department Detail
A more granular version with additional item-level detail within each department.

Tips and Best Practices

• Use the quick date presets (Last Month, Last Year, etc.) instead of manually entering dates.
• Use "Export Excel" for pivot tables, calculations, or sharing with accountants.
• Compare weekly reports regularly to spot sudden changes in purchasing or sales patterns.
• Run the Inventory Report frequently and investigate any negative inventory values promptly.
• Use the Sales Comparison tab to measure the impact of promotions or pricing changes.

Frequently Asked Questions

Q: Can I run reports across all stores at once?
A: Yes — most reports include an "ALL" option in the Store Location dropdown.

Q: How far back can I pull report data?
A: Reports can access all historical data available in CStoreIQ. Use the Custom Range date picker for specific periods.

Q: Why do some items show negative inventory?
A: Negative inventory means more items were sold than the system tracked as received. This usually happens when vendor invoices are not entered or physical inventory counts are overdue.

Q: What is the difference between Day Recon and Multi-Day Recon?
A: Day Recon shows a single day's reconciliation summary, while Multi-Day Recon aggregates data across a date range for broader analysis.

Troubleshooting

Report shows no data: Make sure you have the correct date range, store location, and any required filters (like department) selected before clicking "Go."

Export not working: Ensure pop-ups are not blocked in your browser. PDF and Excel exports open in new tabs/windows.

Data doesn't match expectations: Verify that all invoices for the period have been entered and that physical inventory counts are up to date.