Reports

BCSS Reports

  • BCSS Intro includes reports for Clients and Sales.
  • Deluxe adds reports for Disbursements, Inventory and Settlements.
  • Diamond and Virtual add reports for Buyers and Employees.

The essence of the software is to record, organize, process and present ('report') information.

Literally any information displayed anywhere in the program is a 'report' which can include any information stored in the BCSS database.

Possible BCSS Reports (*Available in Diamond and Virtual)

Bad Checks

Birthday

Categories

Category Groups

Credit Memos

Buyers*

Demographics*

Dollar Volume

Employees*

Hang Tags

Inventory

Invoice Dates

Invoice Totals

Invoices

Item Number

Items Sold

Last Purchase Dates

Layaways

Mailing labels

Mailing List

Pay Methods

Payments

Price Labels

Price Range

Quantity on Hand

Sales

Sales on Hold

Salesperson*

Store Location*

User-Defined Text

Vendors

Voids

Zip Code

A Virtual report includes only clients who have online access.

The content of each report is determined by the mouse clicks and key strokes used to produce the report.

For example, clicking on an option in the Work-Areas menu (like Clients)...

...presents a list (a report) of clients in the Main Table:

Clicking on any of the time-period buttons...

...narrows the list (the report) to only those records added or edited for the time period selected. Clicking on 'Today' for example shows only records added or edited today.


Details Area

Every work area has a section at the bottom presenting (reporting) information about the record selected. This is the Details Area for a selected client record showing account information:

Clicking on the colored buttons:

...displays other information about the selected record. For example, clicking on the General tab displays contact information for the person selected:

Selecting other colored buttons like Items, Notes or Settlements would present (report) information about the client's items, notes about the person and settlements processed.


Quick Links

Each Work Area...

...has Quick Links (like these for the Clients Work Area)...

...that either produce information or perform a task.

Select a Client and use Quick Links to:

  • View account history
  • View current items (history minus settled records)
  • Transfer items to the shop's Transfer Account
  • View items sold this month
  • Print one or more copies of the pre-filled Client Agreement
  • Return items
  • View settlement history
  • Undelete items (return them to inventory)

Other Work Areas and Their Quick Links

Quick Links for the Inventory Work Area:

Item to Invoice: Select an item to add it to the sales invoice.

Other options: Apply Discounts, Batch Discounts, Choose Labels to Print, and View Current, Discounted, Added and Sold Items.


Key-Press Reports: Press a function key at the top of the keyboard to view these reports:

Report Function Key
Inventory Entered TodayF8
Today's RecapF9
Sold TodayF10
Settled TodayF11

Producing Custom Reports

Filtered reports are accessed by clicking on Reports on the Main Menu:

Select one of the options under Reports - Clients, Disbursements, Inventory, Sales (or Buyers in Diamond and Virtual):

Choose settings (filters) on the ensuing screen to determine what information is to be included in the report.

For example, to create a list of Clients who are Active, who are on the Mailing List and who have account balances between $0 and $500, make these settings:

  1. Check 'Active Only'.
  2. Check 'On Mailing List'.
  3. Check 'Account Balance' and enter 0 and 500 in the From and To fields.
  4. If desired choose how to sort the report.
  5. To view the report on screen in the Main Table, click on View the Report.
  6. To preview the report on screen prior to printing, click on the buttons at the lower right (which are different from one report screen to the next. For Sales Reports, click on Items Sold List or Sales Recap for additional reports.)

Reports may be printed in PDF format using a 'printer driver' for a (free) program like PDFCreator. Just select that 'printer' on the Windows Print Screen to print any report to file in PDF format (and attach the report to an email or print it out any time).

All reports for all other options function in the same way.


Popular Reports

How Much Are Clients Owed?

  1. Click on Reports in BCSS and select Clients.
  2. Check Account Balance and enter 0 and 10000 (to assure including all client balances):

  3. Click on 'Print the Report' to view the amount owed, or
  4. Click on 'View the Report' to view (in the Main Table) only Clients with a balance owed. (Click View All to see all clients again.)

Total Paid to Clients - Run a disbursement report to see the amount paid to each client as a subtotal and the total amount paid for all clients for a given period of time:

  1. Click on Reports on the Main Menu.
  2. Select Disbursements.
  3. Set the Payment-Date range and be sure to check the box:
  4. The Payment-Amount range can be set to only include payments above and below specified amounts.
  5. Click on Print the Report.
  6. On the print-preview screen, use the arrows to navigate between pages:
  7. Click on the last arrow to view the last page and total payments.

Search and Sort Records

Note: Columns containing both letters and numbers is sorted (in databases) as text so numbers will appear in order of 1,10,2, not 1,2,10. Due to a limitation of the component used in the program, numbers also sort as text in reports and in lists of labels.

When looking for records currently added or edited, click on the time-period buttons to display records for the time period selected:

Click on View All to restore all records.

If a record doesn't appear after it's been added, click on View All.

Sort Columns in the Main Table (version 6.0.516 and later)

In any Work Area, click on the table header to sort the column alphabetically or numerically:

Click on the header again to reverse the sort order.

The triangle on the right of the column header indicates the sort order:

It may be necessary to move the vertical scroll bar (on the right of the main table) up or down to find a record.

Please note:

  • If every record (ID, Name, etc.) has letters only or numbers only, the sort will be A-Z or 1-10.
  • If records have a mix of letters and numbers (like Client IDs SmithJ and 125), the sort will be alphabetical so the sort of numbers in such a list will be 1,10,2, not 1,2,10.