View the Advance Payment Report

Steps to View the Report

1. Click on “Reports” from the main menu.
2. Click “Sales Reports.”
3. From the “Sales Reports” page, select “Advance Payments.”
   1. Choose “Summary” to display the total advance payments for each client without showing the details of each individual payment.
   2. Choose “Details” to display each advance payment separately, including its number, date, payment method, and related balances.
4. You can apply several filters before displaying the report:
   • Invoice Type: Filter records based on the type of financial document.
     • Advance Payment: Amounts paid by customers before issuing the final invoice.
     • Credit Note: Notes deducted from the client’s outstanding balance. These appear with a red background and a negative value in the report.
     • If no type is selected, the system will display the report for all types.
   • Client: Select one or more clients to view their advance payments. You can search by name, email, or phone number.
     • If no specific client is selected, the report will display data for all clients.
   • Payment Method: Filter advance payments by the payment method used, such as:
     • Cash, Check, Bank Transfer, Credit Card, Manual Payment, Tabby, Cash on Delivery, NeoLeap POS, Client Credit, and other added methods.
     • If no specific method is selected, the report will display all payment methods.
   • Currency: Select the currency in which you want to display the report.
     • All (in Saudi Riyal): All currencies are converted to SAR using the exchange rates displayed at the top of the report.
     • All (each currency separately): Each currency is displayed in a separate table without conversion.
     • You can also select a specific currency from the list to display only the payments recorded in that currency.
   • Date Range: Specify the start and end dates of the report period. You can choose from predefined ranges or select a custom range.
     • Last week, Last month, Month to date, Last year, Year to date
     • Or click the date field to manually select a custom period.
   • Employee: Select one or more employees to display advance payments related to invoices they created. You can search by name, code, email, department, or branch.
     • If no employee is selected, the report will display data for all employees.
   • Branch: Select one or more branches to display only their advance payments.
     • If no branch is selected, the report will display data for all branches.
5. After adjusting the filters, click “Show Report.”
6. If advance payments exist in multiple currencies, a separate table will appear for each currency.
7. You can print the report using “Print”, or export it using “Export Options” to:
   • CSV
   • Excel
   • PDF

Note: You can change how the report data is grouped by clicking the grouping button above the table. Available grouping options are: Daily, Weekly, Monthly, Yearly, Client.

Report Columns

The report table displays data grouped by client, with the details of each group distributed across the following columns:

• Advance Payment Number: The serial number of the advance payment or credit note in the system, with a link to view its details. Credit notes appear labeled “Credit Note” next to the number and with a red background for distinction.
• Date: The date the advance payment or credit note was recorded in the system.
• Created By: The name of the employee who created the advance payment record.
• Method: The payment method used (e.g., Cash, Bank Transfer). This field appears empty for credit notes because they are not linked to a direct collection transaction.
• Total Amount: The total value of the advance payment in the selected currency. Credit note values appear as negative amounts because they reduce the client’s balance.
• Unsettled Amount: The portion of the advance payment that has not yet been deducted from a final invoice, meaning the remaining amount in the client’s balance.
• Total Tax: The tax amount included in the advance payment.
• Unsettled Tax: The portion of the advance payment tax that has not yet been settled. It may appear negative if the collected tax exceeds the original amount.

At the bottom of each client group, a subtotal row appears showing the totals for that group. At the bottom of each currency table, a grand total row appears summarizing the data for all client in that currency across the entire period.