---
title: The nine reports
section: reports
order: 1
summary: The nine reports on the three Reports tabs, what each one counts and leaves out, the period it covers, and how to print or export it.
screen: Reports
role: Admin or Issuer
keywords: reports, finance, overview, journal, top stock, valuation, shrinkage, exceptions, suppliers, approvals, pre-loved, month, print, CSV, export
---

## How the screen works

`Reports` has three tabs, `Spend`, `Stock` and `People`, and one month picker. The nine reports sit on them as panels: Spend holds the Overview figures and tables, the Journal and the financial year; Stock holds Valuation, Shrinkage, Top stock and Supplier spend; People holds Exceptions, Approvals outstanding and Pre-loved. The picker lists the current month, every month with an issue or an order in it, and the 5 months before the month you have chosen. Every report reads the month you pick, except Valuation and Approvals, which describe today.

`Export CSV` in the header downloads the main report of the tab you are on: cost centres on Spend, Valuation on Stock and Exceptions on People. Most panels also carry their own `CSV` and `Print`; `Print` opens an A4 page in a new window, headed with the facility, location, today's date and the coordinator. `Month-end pack` in the header prints a separate document; see [Month-end pack](/docs/reports/month-end-pack).

On Spend, each cost-centre code is a button that opens the issues behind its figure, with their own `Export CSV`.

## The reports at a glance

| Report (tab) | Answers | A row is | Period |
|---|---|---|---|
| Overview (Spend) | What did we issue, and to whom? | A cost centre and department | Month, previous month, financial year |
| Journal (Spend) | What does finance post? | One cost centre | Month |
| Top stock (Stock) | What goes out most? | A garment, top 15 | Month, financial year to date |
| Valuation (Stock) | What is on the shelf worth? | A garment with stock on hand | Today |
| Shrinkage (Stock) | Is stock going missing? | A filed stocktake | Financial year to the end of the month |
| Exceptions (People) | Whose issues need a look? | A staff member with a flag | Month |
| Suppliers (Stock) | What did we order, from whom? | A supplier | Month |
| Approvals (People) | Which approvals are uncollected? | An approval with sets remaining | Today |
| Pre-loved (People) | What did the pool save? | A pool issue, a hand-in, a garment in the pool | Month, and the pool today |

## What counts as issued

An issue counts when its date falls in the month and the garment has not come back as `Returned - Good`. A garment returned in any other condition still counts. Issues from the pre-loved pool are left out of every issued figure and reported only on Pre-loved.

The financial year starts on 1 July. Every year-to-date figure stops at the end of the chosen month, so a pack reprinted for a closed month does not pick up later months. Each issue is valued at the unit cost stored on it when it was issued; see [Cost centres](/docs/reports/cost-centres).

## Overview and Journal

The Spend tab opens with three figures: issued value against the month before, garments issued with how many of them were pre-loved, and the value ordered from suppliers with the number of orders. Below them are issued value by cost centre, totals by staff group and by staff member, a 6-month bar chart, the Journal and a financial year table by month. Each bar is a button that changes the month.

Journal folds the cost centre table into one debit per cost-centre code. It is covered in [Journal export](/docs/reports/journal-export).

## Top stock, Valuation and Shrinkage

Top stock ranks the 15 garments with the most items issued in the month, with their value, their share of the month's items, and their quantity for the financial year.

Valuation counts units on hand for every garment and size today, whatever month is picked, and prices them at the current catalogue cost. Garments with no units are left out. A size below zero counts as 0, and the panel says how many sizes are negative. The pre-loved pool is not in this figure.

Shrinkage lists every stocktake filed from 1 July to the end of the month: lines counted, variances, net units (counted less expected) and net value at the current catalogue cost. Counts of the pre-loved pool are left out. See [Stocktakes](/docs/stock/stocktakes).

## Exceptions and Approvals

Exceptions names a staff member when, in that month, they were issued garments on an override past the sets ceiling, outside their staff group, or not in their uniform style. It also names anyone whose items for the month reach `Exception threshold (items/month)` in `Settings › Facility`. The ceiling is `Ceiling, every group (sets)`, and 6 when it is blank; the threshold is 10 when it is blank. Rows with an override come first. `Items (FY)` is a running tally, and nobody is flagged on it; see [The entitlement rule](/docs/people/entitlement-rule).

Approvals lists every manager's approval with sets not yet collected, whenever it was given. It does not follow the month picker.

## Suppliers and Pre-loved

Suppliers totals orders dated in the month that were placed with the supplier. Drafts, cancelled orders and back orders are left out, so a short line is not counted twice. A delivered line is valued at the cost recorded on its receipt, and an undelivered line at catalogue cost. The invoice column collects the invoice numbers on the order and on its receipts.

Pre-loved lists issues from the pool in the month with the value saved at catalogue cost, hand-ins in the month split into good and rag with whether they were credited, and what is in the pool today at $0 book value.