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What can I do with the new sales analysis?

General information

Under "Analysis" in the Sales section, you can download data from your invoices, orders and offers for the selected period as an Excel file. In each case, the positional data of your operations is exported.

Inside this article

Structure of the Excel file

The Excel file contains four worksheets:

  1. Raw data to enable you to meet your custom analysis needs.
  2. The prepared pivot tables contained in the export provide you with an overview and can be easily adapted to your needs. The underlying raw data is available for further analysis.

Creating an export

The sales data will be exported in real time. If you record new invoices, they will be available in data export shortly. We ask for your understanding if brief delays occur during data export.

Go to "Sales" - "Analytics". Select the desired period and export your data as an Excel file. The Excel export is saved on your computer in line with your browser setting.

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User rights

You can determine who is allowed to create this analysis. Go to "Settings" - "Packages / Add-ons / Users" - "Manage users" and edit the user rights of your employees.

  • "Module": Sets whether the employee sees the menu item "Analytics" – Activate or deactivate
  • "Download": Sets whether the user may/may not download an Excel export

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If you are able to export the data and have the necessary user rights, all data will be exported. No module is available for an overall inspection. Here is an example: if the employee has the rights to download but at the same time sees only his own invoices in the user rights, then all invoices will nevertheless be exported.

Tip: Check this setting for your accountant as well. You can find it in "Settings" - "Packages / Add-ons / Users" - "Invite and manage accountant"

Practical examples

The statuses available in export are:

  • Draft
  • Open
  • Paid
  • Partial
  • Cancelled
  • Unpaid
  • Confirmed
  • Rejected
  • Settled

Other statuses such as, for example "Dunning stages" will not be taken into account during export and are only visible in bexio directly.

First, check whether the conditions for the analysis have been met. You’ll find a few lines with default settings at the top of each spreadsheet. These will be different for each spreadsheet.

For example, they will include the year (this always corresponds to the current calendar year) or the document type (which always includes the invoices).

If you wish to use other default settings, please first filter according to the data basis, e.g. according to the desired period or the desired document type.

Who are my 10 best customers? I’d like to surprise them with Christmas gifts.

  1. Spreadsheet: Open customer analysis
  2. We’ve already created the sort in "descending" order, so you’ll see your best customers at the top.

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Which products have generated less than CHF 1,000 in sales? I’d like to remove these from my product assortment since they’re not profitable.

  1. Spreadsheet: Open product analysis
  2. We’ve already created the sort in "descending" order, so you’ll see your top products at the top.
  3. Now, if you’d like see sales of a maximum of CHF 1,000, for each respective product click on the filter and select "less than" and "1000".

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What was the order volume in July 2018? I’d like to know if our efforts paid off.

  1. Spreadsheet: Open invoice analysis
  2. Document type: Change to "order"
  3. Search by period for "July 2018" and you’ll see the total sales for your July orders.

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Which customers purchased a certain product I need to initiate a recall of the products and inform the customers.

  1. Spreadsheet: Open product analysis
  2. By default, you’ll see an overview of the products sold together with the generated sales.
  3. If you have experience with pivot tables, you can perform more in-depth analysis. Open the Pivot wizard. Activate the field name "Company or last name" and then drag & drop it in the line. This will enhance the analysis horizon.

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How many invoices have a status of "open"? I’d like to know the number of incoming payments I can expect.

Important: By default, you will see all invoices in all statuses here, regardless of whether the invoices have a status of "canceled", "partial", etc.

  1. Spreadsheet: Open invoice analysis
  2. Open the Pivot wizard. Activate the field name "Status" and then drag & drop this in the filter. You will then see all invoices and be able to filter for the status "open".

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Help with pivot tables

You can find more information about pivot tables by following this link.

Please note that bexio Support does not offer help with Excel or pivot tables.

 

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