Reports Reference Guide

Modified on Thu, 8 May at 3:34 PM

This reference guide provides a list of the Reports available in MechanicDesk along with a brief summary of the data presented in each report.

TABLE OF CONTENTS

Payment Reports
- Daily Sales and Cash Report
- Received Payments
Income Reports
Expense Reports
Work Reports
Employee reports
Marketing Reports
- Lead Report
Inventory Reports
- Buyin Report
- Stock Value Report

Payment Reports

Daily Sales and Cash Report

This report will give you a breakdown of all the invoices, credits and payments made for the days of the reporting period in a quick and easy snapshot.

You can click into each section to get information on each section as well. By clicking on the invoices it will open up a new window that will detail all the invoices that were processed, same with the credits and payments section

Received Payments

The payments report will show you how your payments have come through by what method of payment. You can click on each day and it will expand out to tell you what the payments were for.

Income Reports

Income By Job Type

This report will give you 2 pie graph breakdowns of your most used Job types and the amount of money they are bringing in. The 2nd will give you this same data but using the Job type categories instead.

Income Paid/Unpaid

This report will give you a snapshot of the amount of money that you have been paid vs the number of invoices are outstanding over a given period.

Income By Customer

The Income by Customer report will give you details on the top 20 customers in your system who have spent the most amount of money over a given period. With details like the total amount of invoices and their dollar value as well as how much is still unpaid. This can be expanded to see details about the individual invoices as well.

Income by Vehicle

This report will give you details on the make of vehicle that is bringing in the most sales by value. Like the income by customer report, it will give details like total number of invoices, amount, paid and unpaid. These details can also be expanded by clicking on them.

Invoice Report

The invoice report will give you a breakdown of all the invoices over a defined period. Give you details like Customer, amounts, COGs and profits as well as if they are paid or not.

You can also click on an invoice and it will open it up in a new tab for you.

Sales Report

Like the invoice report, the sales report will detail out sales in a period but this report will give what was sold on those invoices in an item breakdown. Giving you all the parts numbers that have sold as well as the quantity as well. It will give you the total sales, profit, the margin percentage as well as average cost, sales and profit.

Each item can be clicked on to take you to it in the Inventory or you can change the view by clicking group by categories.

Customer Statements Report

This report has 2 functions. The first to give you an overview of what customers owe you money and the second is to send out the statements in bulk to these customers. To do so all you need to do is click the tickbox next to each one you want to send them out then click the send statements button at the top of the page.

You can also bulk print them out or just print the list that you see on the screen as well.

Expense Reports

Bills Report

The Bills report will give you a breakdown of all your supplier bills over a given period. This will include details like Supplier, Bill number, amounts and whether they are paid or not.

You can click each bill and it will open them up in a new tab.

Purchases Report

The purchases report will detail out all the parts that you have purchased over a period of time. Giving details like the part number, the quantity bought and the total dollar value as well.

You can also click on each item and it will open a new tab for this item in your inventory.

Suppliers Report

The supplier's report will give you a breakdown of all the suppliers that have outstanding amounts in your system. You will be able to click on each and it will open the suppliers account in your system.

Supplier Spending Report

The Supplier Spending report will detail out who you spend the most with over a given period, with details like how many purchases, total amounts, number of returns, credits, how much was paid and how much is outstanding.

You can click on one of these suppliers to open their accounts in a new tab.

Work Reports

Job Report

The Job report will give you a snapshot of all your jobs in the system for a certain date. Give you details like the customer details, the vehicle, labour hours, total dollar value and if they are outstanding.

You can also filter this to who the jobs were assigned to.

Review Report

The review report will list all the customer reviews you have received from sending out the review links through the jobs done section.

Work In Progress Report

This report will give you a rundown of what jobs are currently open in your system. With details like who the customer is, total labour, stock, buying and non-stock costs and if there is any timesheet time remaining to be allocated to the invoice.

Clicking on any of these entries will take you to the job.

Work In Progress Invoices Report

This report will show you all the invoices that are currently marked as In Progress in your system that have not been finalised yet. Similar to the Work in progress Jobs report it will give you details like Customer, Job number, Invoice total, remaining timesheet time and your COGS.

Note that you can click on each entry and it will be opened in a new Tab to view the invoice.

Workshop Efficiency Report

The workshop efficiency report will give you a quick overview of all the jobs over a period and the total profit per hour for the total amount of time worked on the job by employees.

Quote Report

The quote report will give you a snapshot of all your quotes over a period. Giving you 2 pie graphs, the first being the dollar value of all your quotes, given if they are active, successful, cancelled or deleted and the other will do the same but with the amount of quotes.

Then you will have a breakdown of these below that. Giving details like the customer name, the status of the quote and amounts.

Employee reports

Commission Report

The Commission report will give you a list of the employees you have in your system as well as the details the net amount of sales and total profit margins from those invoices. Lastly, there will be a Commission amount based on the Employee details.

You can also click on the employee to expand their details and see all the sales that they have made by each invoice.

Productivity Report

The productivity report will give you a list of employees and the amount of time they have clocked on and their charged vs non-chargeable / internal hours.

This report will require employees to make sure they are recording all time and making them as internal if they are when they clock off.

You will also be able to open each employee and see their individual job hours as well to get a better idea of where all the time is coming from.

Efficiency Report

The efficiency report will give you how efficient your employees are being on jobs. This will require a specific process for charging labour. Ensure that you are transferring all time on timesheets to the invoice.

If this process is done correctly you should be able to see the total amount of hours worked vs the total charged labour value. That will give you total effective hours with an efficiency percentage.

Marketing Reports

Lead Report

The lead report will give you details of where your customer sales are coming from, as long as you are entering their Source of Business when they come into the shop.

This will be split up into 3 different Sections, New Customers, Income By Source of Business and Income By Original Source Of Business.

Inventory Reports

Buyin Report

The buyin report will give you details about when an item was purchased and if it has been returned to the supplier. Use the search field at the top first and search the part number you are looking for and select it form the drop-down and it will give you these details.

Stock Value Report

The Stock Value report will give you your stock value at the time the report is run, you cannot back date this report. You can include negative stock quantities as well if necessary. You also can download the report from here as well.