1. Navigate to “Customers & Suppliers Reports” #

1. Log in to your restaurant management system.
2. In the sidebar, click Reports.
3. Under Reports, select Supplier & Customer Report.
4. The Customers & Suppliers Reports page will open showing:
   • A “Customers & Suppliers Reports” header at the top.
   • A ▼ Filters section with comprehensive filtering options.
   • Summary total row showing aggregate values across all metrics.
   • Export buttons for CSV, Excel, Print, Column Visibility, and PDF.
   • A comprehensive data table with columns:
     • Contact – Customer or supplier name
     • Total Purchase – Total purchases from supplier
     • Total Purchase Return – Returns to supplier
     • Total Sale – Total sales to customer
     • Total Sell Return – Returns from customer
     • Opening Balance Due – Starting balance
     • Due – Current outstanding balance

2. Understanding Customers & Suppliers Reports #

This comprehensive report provides a unified view of all business relationships with customers and suppliers:

• Unified Relationship View – See both customer and supplier data in one report.
• Financial Position Tracking – Monitor amounts owed to suppliers and by customers.
• Transaction History – Track purchases, sales, and returns for each contact.
• Credit Management – Monitor outstanding balances and payment status.
• Relationship Value – Understand the financial importance of each relationship.
• Cash Flow Planning – Use due amounts for cash flow forecasting.
• Performance Analysis – Evaluate customer and supplier relationships.

3. Understanding Summary Totals #

The total row at the bottom provides aggregate financial metrics:

4. Configure Report Filters #

1. Click the ▼ Filters dropdown to expand filtering options.
2. Configure the following filter parameters:
• Customer Group Name – Filter by customer segment:
  • Select “All” to view all customer groups.
  • Choose specific group to analyze that segment.
  • Useful for targeted customer analysis.
• Type – Filter by contact type:
  • Select “All” to view both customers and suppliers.
  • Choose “Customer” to see only customer data.
  • Choose “Supplier” to see only supplier data.
  • Critical for focused analysis of specific relationships.
• Location – Filter by business location:
  • Select “All locations” for consolidated view.
  • Choose specific location for location-based analysis.
  • Track relationships by branch or facility.
• Contact – Search for specific contact:
  • Select “All” to view all contacts.
  • Type name to find specific customer or supplier.
  • Useful for individual relationship analysis.
• Date Range – Set analysis period:
  • Format: DD/MM/YYYY – DD/MM/YYYY (e.g., 02/07/2026 – 02/07/2026).
  • Select start and end dates for reporting period.
  • Analyze transactions within specific timeframes.

5. Understanding Report Columns #

The comprehensive data table displays detailed information for each contact:

6. Customer vs. Supplier Analysis #

Use the Type filter to analyze customers and suppliers separately:

1. Customer Analysis (Type: Customer):
   • Total Sale – Shows revenue from each customer.
   • Total Sell Return – Indicates customer satisfaction issues.
   • Due (Positive) – Amount customer owes you (accounts receivable).
   • Key Metrics:
     • Identify top revenue-generating customers.
     • Monitor return rates by customer.
     • Track outstanding customer payments.
     • Calculate average transaction value per customer.
2. Supplier Analysis (Type: Supplier):
   • Total Purchase – Shows spending with each supplier.
   • Total Purchase Return – Indicates supplier quality issues.
   • Due (Negative) – Amount you owe supplier (accounts payable).
   • Key Metrics:
     • Identify major suppliers and spending patterns.
     • Monitor supplier quality through return rates.
     • Track outstanding supplier payments.
     • Evaluate supplier reliability and performance.

7. Managing Accounts Receivable (Customer Due) #

Use the report to effectively manage money owed by customers:

• Identifying Outstanding Balances:
  • Filter by Type: Customer to see only customer balances.
  • Sort by “Due” column to identify largest outstanding amounts.
  • Review “Opening Balance Due” to see long-standing balances.
  • Calculate total accounts receivable from summary row.
• Collection Strategies:
  • Prioritize collection from customers with highest balances.
  • Contact customers with overdue payments.
  • Offer payment plans for large outstanding balances.
  • Implement credit limits based on payment history.
• Credit Management:
  • Review customer payment patterns over time.
  • Adjust credit terms based on payment reliability.
  • Suspend credit for consistently late payers.
  • Reward prompt payers with better terms.
• Cash Flow Impact:
  • High accounts receivable ties up working capital.
  • Faster collection improves cash flow.
  • Use aging analysis to prioritize collections.
  • Consider early payment discounts to accelerate cash flow.

8. Managing Accounts Payable (Supplier Due) #

Use the report to effectively manage money owed to suppliers:

• Identifying Payment Obligations:
  • Filter by Type: Supplier to see only supplier balances.
  • Sort by “Due” column to identify largest payment obligations.
  • Review payment terms and due dates.
  • Calculate total accounts payable from summary row.
• Payment Prioritization:
  • Pay critical suppliers first to maintain relationships.
  • Take advantage of early payment discounts when available.
  • Negotiate extended terms with flexible suppliers.
  • Maintain good credit standing with all suppliers.
• Supplier Relationship Management:
  • Maintain timely payments to build trust.
  • Communicate proactively about payment delays.
  • Negotiate better terms with reliable payment history.
  • Consolidate suppliers to increase negotiating power.
• Cash Flow Optimization:
  • Balance payment timing with cash availability.
  • Use payment terms to optimize working capital.
  • Avoid late payment penalties and interest charges.
  • Plan payments around cash inflow cycles.

9. Analyzing Returns and Quality Issues #

Monitor return rates to identify quality and satisfaction issues:

1. Purchase Return Analysis:
   • Calculate return rate: (Total Purchase Return ÷ Total Purchase) × 100.
   • High return rates indicate supplier quality issues.
   • Compare return rates across different suppliers.
   • Address quality concerns with problematic suppliers.
   • Consider switching suppliers with consistently high returns.
2. Sell Return Analysis:
   • Calculate return rate: (Total Sell Return ÷ Total Sale) × 100.
   • High return rates indicate customer satisfaction issues.
   • Investigate reasons for customer returns.
   • Improve product quality or service to reduce returns.
   • Track return trends over time to measure improvement.
3. Financial Impact:
   • Returns reduce net revenue and increase costs.
   • Calculate net sales: Total Sale – Total Sell Return.
   • Calculate net purchases: Total Purchase – Total Purchase Return.
   • Use net figures for accurate profitability analysis.

10. Customer and Supplier Ranking #

Identify your most important business relationships:

• Top Customers by Revenue:
  • Filter by Type: Customer.
  • Sort by “Total Sale” column (highest to lowest).
  • Identify top 10 or 20% of customers (often generate 80% of revenue).
  • Develop VIP programs for top customers.
  • Allocate resources to maintain these relationships.
• Top Suppliers by Spending:
  • Filter by Type: Supplier.
  • Sort by “Total Purchase” column (highest to lowest).
  • Identify major suppliers critical to operations.
  • Negotiate volume discounts with top suppliers.
  • Develop strategic partnerships with key suppliers.
• Relationship Value Assessment:
  • Consider both transaction volume and profitability.
  • Evaluate reliability and quality, not just volume.
  • Balance concentration risk (too dependent on few relationships).
  • Develop backup relationships for critical suppliers.

11. Multi-Location Relationship Management #

For restaurant chains, location-based analysis provides valuable insights:

1. All Locations View:
   • Select “All locations” for company-wide relationship overview.
   • Identify customers and suppliers serving multiple locations.
   • Negotiate company-wide contracts for better terms.
   • Standardize supplier relationships across locations.
2. Location-Specific Analysis:
   • Select specific location to see location-based relationships.
   • Identify location-specific customers and suppliers.
   • Optimize local supplier relationships.
   • Track location-specific payment performance.
3. Comparative Analysis:
   • Compare customer and supplier relationships across locations.
   • Identify opportunities to consolidate suppliers.
   • Share successful relationships across locations.
   • Standardize payment terms and processes.

12. Export and Documentation Options #

The report provides comprehensive export options for analysis and record-keeping:

• Documentation Best Practices:
  • Export monthly reports for accounting records.
  • Maintain audit trail for financial compliance.
  • Share with management for strategic decisions.
  • Archive reports for year-end audits.

13. Best Practices for Relationship Management #

• Regular Review Schedule – Review report weekly or monthly to stay on top of relationships.
• Proactive Communication – Contact customers and suppliers before issues arise.
• Payment Discipline – Maintain consistent payment schedules to build trust.
• Credit Policy – Establish clear credit terms and enforce them consistently.
• Relationship Diversification – Avoid over-dependence on single customers or suppliers.
• Performance Monitoring – Track quality, reliability, and payment patterns.
• Strategic Partnerships – Develop deeper relationships with key contacts.
• Dispute Resolution – Address issues quickly and fairly to maintain relationships.
• Contract Management – Document terms and conditions clearly.
• Data Accuracy – Ensure all transactions are recorded promptly and correctly.
• Cash Flow Planning – Use due amounts for accurate cash flow forecasting.
• Continuous Improvement – Regularly evaluate and optimize relationships.

14. Troubleshooting Common Issues #

15. Done! 🎉 #

Congratulations! You now have a comprehensive understanding of the Customers & Suppliers Reports feature. This powerful relationship management tool enables you to:

• Monitor all customer and supplier relationships in one unified view
• Track accounts receivable and payable for effective cash flow management
• Identify top customers and suppliers for strategic focus
• Analyze return rates to address quality and satisfaction issues
• Manage credit and payment terms effectively
• Make data-driven decisions about business relationships
• Optimize working capital through better receivables and payables management

Use this report regularly to maintain healthy business relationships and optimize your financial position! 🤝💰