Reports

Reports turns your issued invoices, credit notes and quotations into figures: who sold how much, how many quotations turned into invoices, which customers and products bring in the most, and who owes you money. A report shows only the documents your role lets you see, and every report can be downloaded as a CSV file.

Where to find it

Select Reports in the sidebar. The page lists the reports you can open in two groups, Sales and Receivables. If none is listed, the page says No reports are available for your role.

Open a report

1. Select Reports in the sidebar.
2. Select Open report on a card, or the card itself.
3. Set the filters at the top of the report. The figures change as you change a filter.
4. To go back, select Reports in the breadcrumb.

A sales report opens on This month; Receivables ageing opens on today. A report does not keep your filters: each time you open it, it starts from these again.

The four reports

Report	Group	What it answers
Sales performance	Sales	Who sold how much in a period, with credit notes deducted
Quotation conversion	Sales	How many quotations were accepted and turned into invoices
Sales by customer or product	Sales	Which customers or products bring in the most net sales
Receivables ageing	Receivables	Who owes you, and how long overdue, as of a day

What each report counts, and its filters, are in Report figures.

Who can open a report

• Every report needs Report View; without it, Reports is not in the sidebar.
• Sales performance and Sales by customer or product also need Invoice List. Quotation conversion needs Quote List.
• If either grant is Own records only, the report counts only your own documents — the ones your invoice or quotation list shows you — and carries the tag Only your records. Its card on the Reports page shows the same tag.
• Receivables ageing needs Report View, Invoice List and Invoice View, all at All records, and Account List. A customer’s balance needs every invoice, payment and credit on it, so the report is not listed for a role limited to its own invoices, and opening its address shows This report needs company-wide access. With Account List at Own records only, it shows the customers your account list shows you, each balance in full, under the tag Only your records.
• The Salesperson and Account owner filters appear only if your role can list users, and Team only if it can view the system settings.

Export a report

1. Open the report and set the filters.
2. Select Export CSV. The file downloads, and a message gives its name and number of rows.

The file holds the same rows as the screen, with the same filters and record limits, then a Total row. Documents left out of the totals follow at the end, each marked Not converted. The file opens in Excel; its column headings are in English, and amounts are exact, without thousands separators. Every export is recorded in the audit trail; opening a report is not.

Rules to know

• A report covers at most 24 months. The Period picker offers This month, Last month, This quarter and This year, or any start and end day you pick.
• Amounts are in your company’s base currency, each document converted at its own recorded exchange rate. Choose a Currency to see only that currency’s documents, in their own amounts.
• A document in another currency with no recorded rate is left out of the totals and listed in a message under the table; select Show the documents to see which.
• Tax is excluded unless you switch Tax basis to Incl. tax.
• More than 50,000 rows cannot be exported: narrow the filters and try again. After many exports in a short time, the message Too many exports. Wait a moment and try again. appears.
• A report never changes a document. To correct a figure, correct the invoice, quotation or credit note behind it.

Why it works this way

A report counts only what your customer was billed. A draft can still change or be deleted, and a cancelled invoice was withdrawn, so neither is a sale. Counting only issued invoices and issued credit notes keeps the figures in line with the documents in your books, your customer’s books and your tax return.

Each document keeps the rate it was recorded at. Converting at today’s rate would make last quarter’s sales change every day. The recorded rate is the one in your books, so a report agrees with the customer statement and the accounting export. A document with no recorded rate is listed apart, never converted at a guessed rate.

A report shows what your role shows. A salesperson with Own records only sees their own figures, not the whole team’s. Receivables ageing is withheld from such a role because a balance built from only some of a customer’s invoices would look complete and be wrong, and someone could chase a customer who has already paid.

An export is recorded, a look is not. A CSV file leaves easySales with your sales and your customers’ balances in it. The audit trail shows who exported which report, for which period, and when.

Work faster

• Pick a preset period. Open Period and choose This month, Last month, This quarter or This year instead of typing two dates. See Report figures.
• Open reports side by side. Ctrl-click (Cmd-click on a Mac) Open report to open each report in its own browser tab; each keeps its own filters while you compare.
• Go from a balance to the customer. In Receivables ageing, select a customer’s name to open the account, then download a customer statement to send.
• Narrow to a team or several people. Team and Salesperson narrow every sales report; Salesperson takes more than one name. Teams are set up in Sharing and teams.
• Make it part of the week. Five minutes with Receivables ageing and Quotation conversion every Monday fits the weekly sales routine.

Examples

A salesperson who sees her own figures. At Lim & Co, Mei Tan’s role has Report View and Quote List at All records, and Invoice List at Own records only. Her Reports page shows Sales performance and Sales by customer or product with the tag Only your records, and Quotation conversion without it. Receivables ageing is not listed. For October her Net sales is SGD 5,517.50; Daniel Lim, an administrator, sees SGD 8,017.50 for the same month, because his figure includes everyone’s invoices. The figures are worked out in Report figures.

The month-end file for the accountant. On 3 November Daniel opens Sales performance, chooses Last month (1 to 31 October) and selects Export CSV. The message reads sales-performance-2026-10-01-to-2026-10-31.csv downloaded (2 rows).: one row for each of the two salespeople. The file also has a Total row, which the count leaves out.

Common questions

• Who can see sales reports in easySales? Anyone whose role has Report View and List on the module the report reads: Invoice for the sales reports, Quote for Quotation conversion. See Roles and permissions.
• Can a salesperson see only their own sales? Yes. Set Invoice List or Quote List to Own records only; the reports then count only that person’s documents and show Only your records.
• Why is Receivables ageing missing from my Reports page? It needs Report View, Invoice List and Invoice View at All records, and Account List. Ask your administrator if you need it.
• Can I export a report to Excel? Yes. Select Export CSV; the file opens in Excel, with the same rows as the screen and a Total row. A file of more than 50,000 rows is refused.
• Are report amounts before or after tax? Before tax, unless you switch Tax basis to Incl. tax. Sales by customer or product is always before tax.
• Why are some invoices missing from the report totals? They are in another currency and have no recorded exchange rate. Select Show the documents under the table to see which; choose their currency under Currency to see them in their own amounts. See Invoice exchange rate.
• Does a report remember my filters? No. Each report opens on This month, or on today for Receivables ageing, every time.
• Is opening a report recorded in the audit trail? No. Only an export is recorded, with the report, the period and the number of rows.

Related

• Report figures
• Chase overdue invoices
• Accounting export
• Roles and permissions
• Weekly sales routine