Invoice Report - Detailed Product Analysis

The Invoice Report within the Parts Manager's Toolkit is designed to help users monitor all invoices and credits generated through the parts department. This includes tracking the financial activity related to parts sales, returns, and internal usage. The report provides critical insight for parts managers, service administrators, and finance teams to reconcile parts transactions and analyse departmental performance.

One of the key features of the Invoice Report is the Detailed Product Analysis option, which adds a layer of granularity by including parts issued to jobs. This article explains how to access the report, the purpose of the detailed analysis option, and why values may differ depending on how the report is run.

Accessing the Invoice Report

To open the Invoice Report:

1. Go to Parts from the main menu.

2. Navigate to Parts Managers Toolkit.

3. Select Reports.

4. Click on Invoice Report.

You will be prompted to select a date range and optionally tick the Detailed Product Analysis checkbox.

Understanding the Detailed Product Analysis Option

When running the Invoice Report, you can choose whether to include Detailed Product Analysis by ticking a checkbox. This changes the content and scope of the report in the following way:

• Unticked (Standard Report):
  The report only includes direct invoices and credits raised for parts through front counter sales or account sales, excluding parts issued to workshop jobs.

• Ticked (Detailed Product Analysis):
  The report expands to include all parts issued to job cards, including internal work, warranty jobs, and retail repairs. This gives a more complete picture of part consumption and allocation across the business, including non-invoiced usage.

Why Might the Report Values Differ?

It is common to see a difference in the report totals when comparing the version with Detailed Product Analysis ticked versus unticked. This is not an error but a result of the different scope:

• With Detailed Product Analysis: The report reflects the total cost and movement of parts, including workshop usage, which may not have corresponding invoices (e.g. internal jobs or under warranty).

• Without Detailed Product Analysis: The report focuses only on invoiced parts, which represent sales or credits to customers and external parties.

This distinction is important when reconciling stock movement or investigating discrepancies in parts revenue.

When to Use Each Version

• Use the standard version (unticked) when preparing financial reports or reconciling invoiced sales for accounting purposes.

• Use the detailed version (ticked) for internal audits, stock usage reviews, or when assessing overall parts throughput, including those allocated to jobs.

Troubleshooting and Tips

• If report values seem unexpectedly high when using the detailed version, check whether job cards with issued parts but no corresponding invoice are influencing the totals.

• When comparing multiple reports over time, ensure consistency in whether the Detailed Product Analysis option is ticked or not to avoid confusion.

• For accurate stock reconciliation, it may be helpful to run both versions side by side.