Reports

SID can generate a number of useful reports which are all generated as CSV files. This is a non-proprietary spreadsheet format that can be loaded into any spreadsheet such as MS Excel. There are a number of reasons for doing it this way, rather than printing the reports directly to a printer:

The reports can still be printed from your spreadsheet software but you have much greater control over the format of how they will be printed eg. you could eliminate any columns you are not interested in.
Using your spreadsheet software you can easily manipulate the data and extract data to be used elsewhere.
The CSV files can also be read by most databases.

Once you have generated one or more reports you can very easily open them in your spreadsheet software by going to Tools - Open Recent Report, which will give you a drop down list of the most recent reports you have run during this session. Select the one you are interested in and it will be opened in your default spreadsheet software.

In all cases the report will be generated based on what you are currently viewing. So any filters you have applied to limit the displayed information will also be applied to the report.

Net and Adjusted Net amounts

On occasion we get postal orders where the customer has added the total up wrong (almost always in their favour!) and if we decide to accept the order as is, then we take the hit; your income is calculated (and you invoice us) based on what should have been received. On these occasions, for tax purposes, the net, VAT and gross amounts will always be what we have actually received whilst your income and the commission will be calculated on what should have been received. Whilst the customer does on occasion over pay, in the vast majority of cases they under pay, so any differences in these figures will usually be in your favour. Note: it is pretty rare that we have to use this feature but it does happen.

From the Event Statistics View

Event Statistics Report

Accessed from Tools - Generate CSV report.

This report gives a breakdown by event of the take up, income, income per order and income per print.

Column	Description
Code	The unique event code. This is the code that you enter into ProofStation.
Date	The event date
Name	The event name. This will not always be the same as the name you have entered into ProofStation; it is not particularly important and can be changed if you wish. However if you are having captions printed with the event name included in those captions then this is the text that will be printed and of course it is then critical that it is correct. If this is the case and it is incorrect then it is vital you let us know as soon as possible.
Job Type	A description of the job type (Portrait, group, SIMS etc.)
Subjects	The number of subjects in the event (used to calculate the take up below). This is our best attempt to determine how many subjects were photographed and is calculated by dividing the total number of images in the database by the number of images per order form or proof card. The take up can only be considered sensible if this is likely to produce a sensible result. This is not likely to be the case for events such as family days and possibly even nurseries where a very variable number of images are likely to have been taken of each subject. It is also not going to be sensible in the case of group events (such as class or sports groups) where it is impossible for us to determine the actual number of subjects.
Orders	Total number of orders received for each event.
Take Up	Percentage take up calculated from the total number of order and the total number of subjects - see Subjects above for discussion of the validity of this figure.
Prints	Total number of prints ordered. In this context a 'print' is a single product, so a pack containing one 10x8, two 8x6, one four wallets and one MMS would be recorded as 5 prints.
Pr/Ord	Average number of prints per order (see comments on Prints above).
Income	Client income after deduction of our printing charges and school commission (if we have that figure). Does not include deduction of any other charges that might be applicable to that event such as re-touching, proof cards etc.
Av/Ord	Average income per order.
Av/Pr	Average income per print (see Prints above for definition of 'print').

Sales Summary Report

Accessed from Tools - Generate Sales Summary CSV Report.

This report gives a breakdown by event of the sales, commission, your income and our charges.

Note that the sum of the commission, your income and our charges will generally be the same as the Net amount, but not always; see note on Net and Adjusted Net Amounts at the top of this page.

Column	Description
Event	The event number (actually just the first three digits of the event code below)
Code	The unique event code. This is the code that you enter into ProofStation.
Date	The event date
Name	The event name. This will not always be the same as the name you have entered into ProofStation; it is not particularly important and can be changed if you wish. However if you are having captions printed with the event name included in those captions then this is the text that will be printed and of course it is then critical that it is correct. If this is the case and it is incorrect then it is vital you let us know as soon as possible.
Job Type	A description of the job type (Portrait, group, SIMS etc.)
CommPercent	The commission percentage to be paid to the event host. This is really only relevant if Parker Franklin are handling payment of the commission to the event hosts, however if you have us set a commission value into the event without having us paying the commission, that is fine and you can then use these reports to calculate your event commissions.
Subjects	The number of subjects in the event (used to calculate the take up below). This is our best attempt to determine how many subjects were photographed and is calculated by dividing the total number of images in the database by the number of images per order form or proof card. The take up can only be considered sensible if this is likely to produce a sensible result. This is not likely to be the case for events such as family days and possibly even nurseries where a very variable number of images are likely to have been taken of each subject. It is also not going to be sensible in the case of group events (such as class or sports groups) where it is impossible for us to determine the actual number of subjects.
Orders	Total number of orders received for each event.
Take Up	Percentage take up calculated from the total number of order and the total number of subjects - see Subjects above for discussion of the validity of this figure.
Total	The total gross money taken (including VAT)
VAT	The VAT - if you are using our NVAS scheme then this should always be zero.
Net	Total money taken excluding VAT.
Commission	The event host commission, calculated on the net price. See CommPercent above for comments on the relevance of this to you.
ClientIncome	Your income for this event. See comments at the top of this section about how this calculated.
ClientCharges	Our printing charges for this event.

From the Sales Orders View

Sales Report

Generated from Tools - Generate CSV Report when viewing all sales orders.

This report is essentially the same report that we send to you at the start of each month (for the previous month). It has four sections:

Normal Sales - these are sales where we have taken the payment. Each event has its own section with sub-totals.
CRP Sales - these are the sales where you have taken the payment. Each event has its own section with sub-totals.
Pack Summary - summary of the numbers of each pack ordered (by event).
Product Summary - summary of the numbers of each product ordered.

Note that it does not have the additional charges report - there is currently no way to generate that report from SID. We may add this in later - please let us know if you would like it.

Column	Description
Reference	The order reference number. This is always the un-encoded order reference number.
Date	Date the order was created.
ID	Unique transaction ID. Note the first character of the ID indicates the type of transaction: W - the order was created by the customer online P - the order was received by us by post V - the order was paid by credit card - typically by telephone - note we do not encourage this service but will allow it on occasion. C - CRP - you the client took the payment as opposed to us.
Name	Customer's name.
Prnt	Total number of prints ordered. In this context a 'print' is a single product, so a pack containing one 10x8, two 8x6, one four wallets and one MMS would be recorded as 5 prints.
Com %	The commission percentage to be paid to the event host. This is really only relevant if Parker Franklin are handling payment of the commission to the event hosts, however if you have us set a commission value into the event without having us paying the commission, that is fine and you can then use the reports from SID to calculate your event commissions.
Total	Total charge to the customer, including VAT.
VAT	The VAT - if you are using our NVAS scheme then this should always be zero.
Net	Customer charge excluding VAT
Adjt	Adjusted net price. See the note on Net and Adjusted Net Amounts at the top of the page.
Comm	The event host commission, calculated on the net price. See Comm% above for comments on the relevance of this to you.
Client	Normal Sales This is the amount you will or have invoiced us for this order. For NVAS clients this will be the adjusted net figure, as all sales must be passed directly on to you under this scheme. Otherwise this will be the net income less commission (if we are paying it) and less our printing charges. CRP Sales This will always be shown as a negative amount as it is be the amount that Parker Franklin will or have invoiced you for those orders.
Charge	Only present for Normal Sales on for NVAS clients and is the amount that Parker Franklin will or have invoiced you for those orders.

Customer Details Report

Generated from Tools - Generate Customer Report.

This report provides the customer contact details for each order and can be useful if you want to generated promotional mail shots etc. Note: not all details are always provided by the customer when placing their order.

Column	Description
Reference	The order reference number. This is always the un-encoded order reference number.
Date	Date the order was created.
ID	Unique transaction ID. Note the first character of the ID indicates the type of transaction: W - the order was created by the customer online P - the order was received by us by post V - the order was paid by credit card - typically by telephone - note we do not encourage this service but will allow it on occasion. C - CRP - you the client took the payment as opposed to us.
Name	Customer's name.
Address1	First line of the address
Address2	Second line of the address
Town	The town
County	The county
Postcode	The post code
Country	The country (typically blank if UK)
Tel	Telephone number.
Email	Email address
Total	Total amount paid by that customer (including VAT)

Event Report

Generated from Tools - Generate CSV Report when viewing sales By Event (a single event only).

This is essentially the same as the Sales Report detailed above except that the CRP and Normal sales are not separated, and the the client income and charges can be optionally hidden (more appropriate if you wish to give a copy of this report to the event host).