Reports & Analytics
Reports, with the logic behind every number
Copilot's analytics are not black boxes. This section documents each report, what it calculates, the exact formula, default ranges, and the role needed to run it.
Who can run analytics
Management reports (profit and loss, trial balance, general ledger, gross margin, branch performance, sales dashboard, stock turnover, inventory days, and advanced queries) require a management role: System Manager, Accounts Manager, Sales Manager, or Stock Manager. Everyday lookups do not.
Profit & loss statement
What it shows: income, expense, and net profit or loss across a date range. How it works: Copilot resolves the fiscal year that contains your end date, then runs the standard statement for the period. Up to 100 rows are returned.
Trial balance
What it shows: opening, debit, credit, and closing balance per account, plus total debit and total credit for the period. Up to 100 account rows.
General ledger
What it shows: individual ledger entries over a date range, optionally filtered to one account or a contra account. Up to 100 rows.
Gross margin
What it shows: gross profit and margin percentage from submitted sales invoices, optionally broken down by territory, item group, or day.
Calculation
Revenue = sum of invoice line amounts
Cost of goods = sum of (quantity × incoming rate)
Gross profit = Revenue − Cost of goods
Margin % = (Gross profit ÷ Revenue) × 100
Revenue summary & top customers
What it shows: total revenue, invoice count, and average invoice value over a range, plus the top 10 customers when no single customer is named. Rules: only submitted invoices count, credit notes are excluded, and you can filter by company, territory, or warehouse.
Branch performance
What it shows: each branch (territory or cost centre) ranked best to worst, with period sales, today's sales, gross profit, and margin.
Calculation
Period sales = sum of invoice grand totals per branch
Gross profit = sum of line amounts − sum of (quantity × incoming rate)
Margin % = (Gross profit ÷ Revenue) × 100
Daily sales dashboard
What it shows: today's sales compared to the same day last week, month-to-date compared to the same period last month, plus the day's top 5 items and top 5 customers.
Calculation
Week-on-week change % = ((today − same day last week) ÷ last week) × 100
Month-on-month change % = ((month-to-date − same period last month) ÷ last month) × 100
Stock balance & warehouse summary
Stock balance shows quantity and valuation per item and warehouse (up to 50 rows). Warehouse summary aggregates total quantity, total value, and distinct item count per warehouse.
Reorder levels
What it shows: every item with a reorder level, its current stock, and whether it is short. Items below their reorder level are listed first, then sorted by the size of the shortage.
Inventory days (days of cover)
What it shows: how many days of stock you hold at current sales velocity, and a movement classification.
Calculation
Average daily sales = quantity sold over the velocity window ÷ window length (default 30 days)
Days of stock = current quantity ÷ average daily sales
Classification: Fast under 30 days · Medium 30 to 89 days · Slow 90 days or more · No sales when none sold in the window.
Stock turnover
What it shows: how many times inventory turns over in a period, optionally grouped by item group or warehouse, and optionally compared to a second period.
Calculation
Average inventory = (opening inventory + closing inventory) ÷ 2
Turnover rate = cost of goods sold ÷ average inventory
Days to sell = period length ÷ turnover rate
Outstanding receivables & payables
Both sales and purchase outstanding lists return only submitted invoices with a balance, ordered by due date. An invoice counts as overdue when it is submitted, still owes money, and its due date is in the past.
Reports delivered to your inbox
Any report can be emailed as a polished message with metric cards, data tables, and bar charts. Combine this with scheduled tasks to have a report land in your inbox on a recurring schedule.