Reports, in depth

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How much did we bill last cycle, and how much of it actually came in? Who owes us right now? Which sites haven't seen a truck in a while? The Reports library answers each of these in a couple of clicks, from the same numbers your invoices and jobs already hold. Reports is a list of ready-made reports, grouped by the question they answer. Not sure where one lives? Type a word. Balance finds every report about money owed. Further down are the operations reports, for jobs, gallons, service and units. We'll come back to those. Open one, like Sales by Customer. Totals sit across the top, and the table below adds up to them. The date pill holds the usual ranges, plus your own billing cycle. Last billing cycle lines up exactly with the period your cycle invoices covered, so the report and the invoices agree. Invoiced counts what you billed, by invoice date. Collected counts money that actually arrived, by the day it was paid. Same dates, different questions, and your accountant will want both. Group by changes how the rows are cut. By customer, customer type, account type, parent account, or month. Filters narrow it down. Tick the customer types you want, and everything else drops out of the totals too. Summary shows one line per group. Detail lists every payment or invoice underneath, with its number, method and reference. Click a group's row, and the report shows just that group's records. Show all groups puts the rest back. Export gives you a PDF with your logo and a totals row, or Excel or CSV with real numbers your bookkeeper can sort. The file holds the same rows and totals you see. In detail it also repeats the group's name on every line, where the screen shows it once as a heading. Some reports describe a moment, not a period. Open Invoices shows every unpaid invoice, how much is left on it, and how many days past due it is. Pick an as-of date, like the end of last month. PortaPro rolls back the payments that came in after that day, so you see what was owed then, not what's owed now. Customer Balances is the same idea, one line per customer. Credit already on file is set against what they owe, so the net is what you can actually expect to collect. Jobs Completed counts finished jobs by driver, by day, or by truck. A job counts as late if it was completed after the day it was scheduled, even when nobody changed its status. That's how you spot the driver who keeps rolling stops to tomorrow. Gallons Pumped totals what drivers recorded on their service lines. A pump-out with no gallons entered isn't counted, so a short total usually means missing entries, not a slow month. Days Since Last Service lists every active site, when a truck was last there, and when it's due next. Overdue and never serviced sites are counted at the top. A site with a visit already booked counts as scheduled, because someone has already dealt with it. Units Deployed is a snapshot of right now. How many of each unit you own, how many are out on sites, and how much of your fleet is earning. Every report also has Schedule, if you'd rather have it land in your inbox each week, month, or billing cycle. Start with the question, and there's usually a report waiting for it.

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