🤝 Reports
Customer Reports
Customer Reports (internally called Party Reports) covers both customers and suppliers as "parties" — six tabs for account statements, profit contribution per party, a searchable directory, item-level drill-downs and party-group roll-ups.
📍 Menu path: Reports → Customer Reports
👤 Who uses it: Roles with Reports permission (export buttons need Export permission)
🏷️ Plan tier: advanced+
Overview
This page treats customers and suppliers under one umbrella called a "party". Several tabs use a shared Party Picker control: choose Customer/Supplier/All, then type to search and select the exact party before the report loads.
The six tabs are: Party Statement, Party Wise P&L, All Parties, Party Report by Item, Sale/Purchase by Party and Sale/Purchase by Group.
Party Statement and Party Report by Item require you to pick a specific party before they load anything — they show an empty prompt state until a party is selected.
Before You Start
- Requires a role with Reports permission and the store on the Advanced plan tier or above (reports feature).
- Export buttons only appear for roles with Export permission.
- Party Statement and Party Report by Item need a specific customer or supplier selected via the Party Picker before they show data.
- The Sale/Purchase by Group tab needs parties to have a Party Group assigned on their profile, otherwise it shows "No group data for selected period".
Step-by-Step Guide
1 Look up one party's full account statement
- Open Party Statement, use the Party Picker to choose Customer or Supplier and search/select the exact party by name.
- Set the date range, then read the Closing Balance banner at the top (Dr = amount receivable from them, Cr = advance/overpaid).
- Review Total Debit, Total Credit and Net Balance cards, then scroll the Account Ledger table (date, type, reference, debit, credit, running balance, note).
2 See profit contributed by each customer
- Open Party Wise P&L, set a date range, and review Total Revenue, Total COGS, Total Gross Profit and Active Parties cards.
- Read the Top 10 Parties — Revenue vs Gross Profit bar chart, then use the search box in the table header to filter the full party list by name; the table shows invoices, revenue, COGS, gross profit, margin % and tax per party.
3 Browse and search your full party directory
- Open All Parties, use the All Parties / Customers Only / Suppliers Only buttons, and type in the search box to filter by name.
- Read the Total Customers, Total Suppliers, Total Business and Outstanding cards, plus the Party Mix pie chart.
- Scroll the table for phone/GSTIN, transaction count, total business and outstanding balance per party.
4 Drill into what a specific party bought or supplied
- Open Party Report by Item, pick a party with the Party Picker, and set a date range.
- For a customer, the item table shows Qty Sold, Revenue, COGS, Gross Profit and Invoices per product; for a supplier it shows Qty, Spend and Orders instead.
5 Compare all customers and suppliers side by side
- Open Sale/Purchase by Party, set a date range, and use All/Customers/Suppliers filter buttons plus the search box.
- Read the Top Customers by Sale and Top Suppliers by Purchase bar charts, then the combined table (sale amount + count, purchase amount + count per party).
6 Roll sales and purchases up by party group
- Open Sale/Purchase by Group and set a date range.
- Review Customer Groups and Supplier Groups pie charts with their tables (count, amount, tax per group) — assign a Party Group to your customers/suppliers first if this is empty.
Every Field & Button, Explained
| Field / Button | What it does |
|---|---|
Party Picker | Shared control on Party Statement and Party Report by Item — choose party type (All/Customer/Supplier), search by name, and select the exact party from the dropdown before the report loads. |
Party Statement tab | Ledger of debits/credits/running balance for one selected party, with a Closing Balance Dr/Cr banner. |
Party Wise P&L tab | Revenue, COGS, gross profit and margin per customer, with a top-10 revenue vs gross-profit bar chart and a name search box. |
All Parties tab | Searchable directory of every customer and supplier with total business and outstanding balance, plus a customer/supplier mix pie chart. |
Party Report by Item tab | Product-level breakdown of what one selected party bought (customer) or supplied (supplier), including gross profit for customers. |
Sale/Purchase by Party tab | Side-by-side sale amount and purchase amount per party with top-customer/top-supplier bar charts. |
Sale/Purchase by Group tab | Same sale/purchase totals rolled up by each party's assigned Party Group, shown as pie charts and tables. |
Closing Balance banner | Party Statement only — shows whether the balance is Dr (they owe you) or Cr (you owe them / they overpaid), colour-coded red/green. |
Export button | Downloads the currently loaded tab's table (statement entries, party list, item list, etc.) where Export permission is granted. |
Tips & Best Practices
- A Dr closing balance on Party Statement means the customer/supplier still owes you money; a Cr balance means you owe them (advance payment or overpayment) — do not read Dr/Cr as simply "positive/negative".
- Add a GSTIN to business customers' profiles — it shows up directly in the Party Statement header and several export columns.
- Assign a Party Group to customers and suppliers under their profile if you want the Sale/Purchase by Group tab to be useful — without groups it reports "No group data for selected period".
- Use the Party Picker search field rather than scrolling — it debounces and queries the server as you type, matching name or phone.
Troubleshooting & FAQ
Party Statement / Party Report by Item shows nothing.
Both tabs require you to select a specific party first with the Party Picker — an unselected picker shows an empty prompt instead of data.
Sale/Purchase by Group says "No group data for selected period".
This tab only aggregates parties that have a Party Group assigned. Add a group to your customers/suppliers under their profile, then reload.
A customer or supplier is missing from All Parties.
Check the All Parties / Customers Only / Suppliers Only filter and clear the search box — the party may simply be filtered out, not missing from the system.
Party Wise P&L shows zero gross profit for a customer.
Gross profit needs Cost Price set on the products that customer bought. Set Cost Price under Products and reload the report.