The Item report shows every invoice line for a period in one list. Each line shows the item, the invoice, the client and patient, the veterinarian, the quantity, the price and any discount. Use the Item report to see what your clinic sold and how much discount your clinic gave.
The Item report replaces three reports: Item sales, Discounts and Discount invoices.
To use the Item report, you need:
the Financial reports and Financial Item sales reports user permissions
To give a user these permissions, see View and Manage User Permissions.
Open the Item Report
To open the Item report, go to Reporting > Reports and select Item report in the list.
The Item report page has three tabs:
Item report: the report, with its views and filters
Scheduled: Item reports that are sent by email on a schedule
Shared: Item reports that you sent by email
Six figures at the top of the Item report show the totals for the current filters:
Items sold
Gross revenue
Net revenue
Total discounts
Discount rate
Avg item value
If the invoices use more than one currency, the Item report shows each figure once for each currency.
How Up to Date Is the Item Report?
The Item report shows the data from the last refresh. The refresh times are shown at the top of the Item report, next to the Schedule button. An invoice that you finalize after a refresh is shown in the Item report after the next refresh.
Views in the Item Report
The Item report has default views. The views are tabs at the top of the Item report. Each default view starts with invoices from the last 30 days.
Default: all invoice lines
Discounts: invoice lines with a discount, grouped by discount source type
Discount invoices: invoice lines with a discount, grouped by invoice
Save Your Own View of the Item Report
Save your own view of the Item report to reuse the same filters, grouping and columns.
Select the view to start from.
Change the filters, the grouping or the columns.
Select Save view.
In View name, enter a name for the view and select Add.
The new view is shown as a tab after the default views.
To change a saved view, change the view and select Save view. Then select Save changes to update the view, or Save as a new view to keep both versions.
To rename, duplicate or delete a saved view, right-click the view tab. Then select Rename, Duplicate or Delete.
To start a new view, select + after the view tabs.
Filter the Item Report
Filters decide which invoice lines the Item report shows. The Item report and the six figures update when you change a filter.
Every view of the Item report has an Invoice date filter. To change the period of the Item report:
Select the Invoice date filter.
Select a period, for example Last 7 days, or select a start date and an end date in the calendar.
Select Apply.
The Item report shows the invoice lines from the selected period.
To add another filter to the Item report:
Select + Add filter.
Select a filter, for example Payment status.
Select the values to include, for example the 'Unpaid' and 'Partially Paid' check boxes.
The Item report shows only the invoice lines that match all filters.
To change a filter, select the filter. To remove one filter, select the x next to the filter name. To remove all filters, select Reset filters.
To find invoice lines in the Item report without a filter, type in the Search field, for example part of a client name.
You can filter the Item report by Invoice date, Payment status, Invoice type, Insurance claim status, Tags, Client, Veterinarian, Clinic, Created by, Item type, Item subgroup, Specific item, Batch number, Discount source type, Has discount, Referring organisation and Referring veterinarian.
Group the Item Report
Group the Item report to see totals for each veterinarian, client, clinic location or item instead of single invoice lines.
Select Display.
Under Group by, select an option.
The Item report shows one row for each group, with the quantity and totals of the group. The number in brackets after the group name is the number of invoice lines in the group. If the invoices use more than one currency, each group has one row for each currency.
To see the invoice lines in a group, select the arrow at the start of the group row. To show single invoice lines again, select None under Group by.
The Group by options are Veterinarian, Client, Clinic, Item type, Subgroup, Item, Discount source type and Invoice. To see the Item report for each clinic location, group by Clinic.
For example, to see how much discount each veterinarian gave, open the Discounts view and group by Veterinarian.
The old Item sales report had more grouping options. To get the same result in the Item report, add a filter for the value you need, then group by one of the options.
Choose Columns in the Item Report
Choose which columns the Item report shows in Manage columns.
Select Display.
Select Manage columns.
Select the eye button next to a column to show or hide the column.
The Item report shows the columns that you selected.
To find a column, use the Search column field. To show every column, select Show all. To change the order of the columns, drag a column up or down in the list. The Date, Quantity, Total excl. VAT and Total incl. VAT columns are always shown.
These columns in the Item report were not in the old Item sales report: Consultation no., Payment status, Original price, Discount %, Discount amount, Discount source type, Referring organisation, Referring veterinarian and Tags.
Export, Schedule or Share the Item Report
The Export, Schedule and Share buttons are in the top-right corner of the Item report.
Select Export to download the Item report as a CSV, Excel or PDF file.
Select Schedule to send the Item report by email on a regular schedule. For the steps, see Schedule a Report.
Select Share to send the Item report once by email. For the steps, see Send a Report as an Email.
Discounts and Discount Invoices in the Item Report
The Item report has two views that replace the Discounts and Discount invoices reports. Open the Item report and select the Discounts view or the Discount invoices view.
If you used the Discounts reports with only the Financial Discounts reports user permission, ask your administrator to add the Financial reports and Financial Item sales reports user permissions.
What Does 'Not Tracked' Mean in the Item Report?
In the Item report, the discount source type 'Not Tracked' means that the discount was applied before Vetera started to record discount sources. The discount amount and the discount percentage are correct. Only the source of the discount is unknown.
The other discount source types in the Item report are 'Client Discount', 'Discount Scheme' and 'Manual'.
Is the Unit Price in the Item Report Before or After Discount?
In the Item report, Unit price is the price after discount. To see the price before discount, show the Original price column in Manage columns.
Is the Item Price Change Report Still Available?
The Item price change report is still available as a separate report. The Item report replaces only the Item sales, Discounts and Discount invoices reports.
Switch Back to the Old Report
The old Item sales report is still available. To open the old Item sales report, select the three-dot button (⋯) at the top right of the Item report, then select Switch to old report.