How is net sales calculated?

Issued invoices dated in the period, less issued credit notes dated in the period, before tax unless you choose Incl. tax. Drafts and cancelled invoices are not counted.

Why did last month's sales figure change?

An invoice dated last month was cancelled, which takes it out of every period, or an invoice or credit note was issued with a date in last month. A credit note counts in the period of its own date, never in its invoice's.

Does writing off a bad debt reduce net sales?

No. The invoice still counts as a sale; the write-off lowers only the customer's balance in Receivables ageing. See Write off a bad debt.

What is the previous period in Sales performance?

The same number of days, ending the day before your period starts. For a quarter of 92 days it is the 92 days before it.

How is the quotation win rate calculated?

Accepted quotations divided by accepted plus rejected ones, for quotations created in the period. Open quotations do not lower it.

Which date does Receivables ageing use?

Each invoice's due date, compared with the As of day. Payments, credit notes and write-offs dated after that day are not taken off.

Does a revised quotation count twice?

No. It counts once, as its latest revision. See Revise a quotation.

Report figures

Copy for AI

Every figure in Reports comes from documents already in easySales, by the same rules as the invoice list and the account statement. This page lists what each report counts and which filters it has.

Rules for every report

Only issued invoices count. Draft and cancelled invoices are left out of every period, and so are the credit notes on them. An invoice that is Paid, Credited or Written off still counts.
An invoice belongs to the period of its Invoice date. A credit note is deducted in the period of its own date, not in its invoice’s period. It belongs to its invoice: it counts for the invoice’s salesperson and customer, at the invoice’s exchange rate. Only issued credit notes count.
With Currency at All (converted to your base currency**)**, each document is converted at its own recorded rate, rounded once to your base currency’s smallest unit (the cent, for SGD), and then the converted amounts are added up. A document in another currency with no recorded rate is left out and listed apart. With one currency picked, only that currency’s documents count, in their own amounts.
Amounts exclude tax by default. Tax basis Incl. tax uses what the customer is charged.
A period runs from its first day to its last, both included. This month, This quarter and This year are whole calendar months, quarters and years, so they include days still to come.

Sales performance

Filters: Period (by invoice date), Team, Salesperson, Currency, Tax basis.
Figures: Net sales, Invoiced and Invoices issued, each with the previous period under it, and Credit notes with how many were issued; a chart of Net sales by salesperson and a Monthly trend of invoiced and net amounts.
Net sales is Invoiced less Credit notes.
Previous period is the same number of days, ending the day before your period starts. For 1 to 31 October it is 31 August to 30 September.
Table: per salesperson, Invoices, Invoiced, Credit notes (how many, then the amount) and Net, largest net first, with a Total row. Invoices with no salesperson are one row, No salesperson.

Quotation conversion

Filters: Period (by the day the quotation was created), Team, Salesperson, Currency, Tax basis.
Which quotations: created in the period and not drafts. A revised quotation counts once, as its latest revision.
Figures: Quotations issued and Accepted, each with its value, Win rate and Invoiced.
Win rate is accepted ÷ (accepted + rejected), to one decimal place. Open quotations are not in it.
Invoiced counts quotations with at least one issued invoice raised from them that has not been cancelled, whenever the invoice was issued.
Table: per salesperson, Issued, Issued amount, Accepted, Accepted amount, Rejected, Open (with how many are past their expiry date today), Invoiced, Win rate and Days to close: the average number of days from creation to acceptance or rejection.
Quotation amounts are estimates; invoices are the money record.

Sales by customer or product

Filters: Period (by invoice date), Team, Salesperson, Currency, Rank by (Customer or Product) and Show (Top 10, Top 20 or Top 50; it opens on Top 20). Always excluding tax.
The documents are the same as in Sales performance, so its total equals that report’s net sales. Everything below the top rows is one Others line, with how many rows it holds.
Table: rank, the customer or product, Invoices, Quantity (by product only), Net sales and Share of the total.
By customer: the account the invoice is billed to. A credit note counts for its invoice’s customer. An account merged into another counts as the account it was merged into.
By product: each document’s amount is split over its lines in proportion to the line totals. A credit note’s lines are subtracted the same way, quantities too. Deduction lines and lines with no product are one row, Deductions (not allocated to products).

Receivables ageing

Filters: As of (today unless you pick a day), Customer and Account owner.
Figures: Outstanding, Overdue, Over 90 days and Customers with a balance, in your base currency. Overdue is everything in 1–30, 31–60, 61–90 and 90+.
Table: per customer, their Account owner, the balance in Current, 1–30, 31–60, 61–90 and 90+ days overdue, and the Balance, largest first. Each invoice’s remaining balance is aged by its due date: on or before the due date it is Current.
Each customer’s balance is the one their account page shows on the same day: issued invoices less payments, credit notes and write-offs dated up to the As of day. Money paid in but not yet applied counts as the customer’s credit in Current, and a customer who has paid more than they owe shows the tag Credit. A customer with no balance is not listed.
With more than 2,000 customers to list, the report does not load; pick an Account owner or one Customer first.

Rules to know

The numbers of credit notes in the list of left-out documents need Credit Note List; without it, the line names no number.
A report never changes a document. To correct a figure, correct the invoice, quotation or credit note.

Why it works this way

A credit note lowers sales in its own period. A month you have already reported to your accountant, or put in a tax return, stays as you reported it. A credit note counts on its own date, which opens on today, so the correction appears in the period you made it, as it does in your books.

A credit note follows its invoice. It reduces the figures of the salesperson and customer the sale belonged to, so a refund on Mei’s job does not land on Daniel. It also converts at the invoice’s own rate, so a credit for the whole invoice brings it to exactly zero, whatever the rate is today.

A cancelled invoice was never a sale. Cancelling says the charge was a mistake, so the invoice leaves every period, including the month it was dated. A debt you cannot collect is different: you made the sale, so a bad-debt write-off leaves sales alone and lowers only the customer’s balance.

Balances are aged by the date payment was due. What matters for chasing is how long past the agreed date a customer is, not how old the invoice is. Because the ageing uses the same figures as the account page and the customer statement, everyone quotes the customer the same balance.

Work faster

Compare with the period before at a glance. On Sales performance, the Net sales, Invoiced and Invoices issued cards show Previous period under the figure, so there is no second report to run.
See what sells, not only who buys. On Sales by customer or product, switch Rank by to Product and Show to Top 50 to see your best-selling products and their share. Products are set up in the product catalogue.
Look back at a month end. Set As of on Receivables ageing to the last day of a month to see what customers owed that day, for your month-end review with the accountant.
Check one currency in its own amounts. Choose that currency under Currency to see its documents unconverted, including any left out of the converted totals. See Currencies and exchange rates.
Chase from the oldest column. Start with 90+ and 61–90 on Receivables ageing; Long-overdue debts has what to say at each stage.

Examples

Sales performance for October. Lim & Co’s base currency is SGD. In October:

Mei Tan issues INV-10000320 to Harbour Café on 6 October: SGD 4,000.00 before tax, GST 9% SGD 360.00.
Daniel Lim issues INV-10000321 to Seaview Dental on 9 October for SGD 800.00 and cancels it on 15 October.
Daniel issues INV-10000322 to Seaview Dental on 14 October: SGD 2,500.00 before tax, GST SGD 225.00.
Mei issues INV-10000323 to Batik House in Jakarta on 20 October: USD 1,500.00, zero-rated, at a recorded rate of 1.3450, which is SGD 2,017.50.
On 3 October Mei issues a credit note of SGD 500.00 before tax (GST SGD 45.00) on INV-10000318, her Harbour Café invoice of 26 September.
A draft for SGD 1,200.00, dated 28 October, is still waiting.

With Period at This month and tax excluded, the table reads:

Salesperson	Invoices	Invoiced	Credit notes	Credit notes	Net
Mei Tan	2	6,017.50	1	500.00	5,517.50
Daniel Lim	1	2,500.00	0	0.00	2,500.00
Total	3	8,517.50	1	500.00	8,017.50

Mei’s invoiced amount is 4,000.00 + 2,017.50 = 6,017.50. The credit note counts in October, for Mei, although its invoice is dated in September. The cancelled invoice and the draft are not counted. Net sales is 8,517.50 − 500.00 = SGD 8,017.50. With Incl. tax, the net is 4,360.00 + 2,017.50 + 2,725.00 − 545.00 = SGD 8,557.50.

The same month by customer and by product. Ranked by Customer, Harbour Café shows 4,000.00 − 500.00 = SGD 3,500.00, Seaview Dental SGD 2,500.00 and Batik House SGD 2,017.50; the total is SGD 8,017.50, the same as Net sales. Ranked by Product, Batik House’s invoice is split over its two lines, USD 1,000.00 for design consultation and USD 500.00 for fabric samples: 2,017.50 × 1,000 ÷ 1,500 = SGD 1,345.00 and 2,017.50 × 500 ÷ 1,500 = SGD 672.50.

Quotation conversion for Mei. In October Mei creates six quotations and finalises five of them. Two are accepted, after 4 and 10 days, and one is rejected after 7 days. Two are still open, and one of those expired on 25 October. One of the accepted quotations has an issued invoice. On 3 November Daniel opens Quotation conversion with Period at Last month. Mei’s row shows Issued 5, Accepted 2, Rejected 1, Open 2 (1 of which expired) and Invoiced 1. Her Win rate is 2 ÷ (2 + 1) = 66.7%, and her Days to close is (4 + 10 + 7) ÷ 3 = 7. The draft is not counted.

Receivables ageing on 31 October. Seaview Dental owes SGD 2,725.00 on INV-10000322, dated 14 October with a 30-day term, so due on 13 November, and SGD 1,090.00 on INV-10000290, due on 14 September. Grace Koh, a homeowner, has paid SGD 300.00 that is not yet applied to any invoice. With As of 31 October:

Seaview Dental: Current 2,725.00 and 31–60 1,090.00, because 14 September is 47 days before 31 October; Balance 3,815.00.
Grace Koh: Current −300.00, Balance −300.00, with the tag Credit.
If these are the only balances, Outstanding is 3,815.00 − 300.00 = SGD 3,515.00, Overdue is SGD 1,090.00 and Customers with a balance is 2.

Set As of to 30 September and INV-10000322 is not yet there; INV-10000290 is 16 days overdue and sits in 1–30.

Common questions

How is net sales calculated? Issued invoices dated in the period, less issued credit notes dated in the period, before tax unless you choose Incl. tax. Drafts and cancelled invoices are not counted.
Why did last month’s sales figure change? An invoice dated last month was cancelled, which takes it out of every period, or an invoice or credit note was issued with a date in last month. A credit note counts in the period of its own date, never in its invoice’s.
Does writing off a bad debt reduce net sales? No. The invoice still counts as a sale; the write-off lowers only the customer’s balance in Receivables ageing. See Write off a bad debt.
What is the previous period in Sales performance? The same number of days, ending the day before your period starts. For a quarter of 92 days it is the 92 days before it.
How is the quotation win rate calculated? Accepted quotations divided by accepted plus rejected ones, for quotations created in the period. Open quotations do not lower it.
Which date does Receivables ageing use? Each invoice’s due date, compared with the As of day. Payments, credit notes and write-offs dated after that day are not taken off.
Does a revised quotation count twice? No. It counts once, as its latest revision. See Revise a quotation.