The short answer
Start with the business question, then choose the report and period that answer it. Stock, outstanding balances, profitability and cash activity describe different things. In CeramicPortal, open the relevant report and trace an unexpected amount back to the underlying records before deciding what to do.
Keep these in mind
- Choose a report from a specific business question.
- Check filters and source records before interpreting a total.
- Keep invoicing, profitability and receipts distinct.
Turn a broad concern into one question
Show me how the business is doing is too broad for one report. Ask a narrower question: Which customers need follow-up? Where is this tile recorded? What explains the margin on this invoice? Which cash movements belong to today?
The narrower question tells you which report, dates and location or customer filters matter. It also makes the result easier to hand to the person responsible for the next action.
Choose a report by its purpose
| Your question | Starting report area | Check alongside it |
|---|---|---|
| Where is this product recorded? | Stock / godown stock | Exact variant, location and unit. |
| Which customer amount needs follow-up? | Outstanding / ageing | Customer statement and relevant documents. |
| What explains this sale’s reported margin? | Profitability / invoice profit | Source sale and relevant cost records. |
| Which movements affect the cash record? | Cash book | Receipt or expense details. |
| What changed with this customer? | Customer activity / party statement | Opening balance, period and transaction references. |
Use the reports available to your account. A report name is a starting point; its filters and underlying records determine how to interpret the result.
Read the scope before reading the number
- Confirm the business context and the exact question.
- Set the intended dates and relevant customer, product or location filters.
- Read the unit, opening balance or grouping that applies.
- Open representative source records and investigate surprising values.
- Give the next action to a named person and retain the references needed for follow-up.
Keep revenue, profit and money received distinct
A sale being invoiced, its reported profitability and the receipt of money are different events. A high sales total does not by itself show that the same amount has been collected. A profit report also does not replace a cash review.
When comparing reports, use the same relevant period and scope, and understand whether one includes an opening balance or a different group of records. Totals that answer different questions are not expected to be identical.
Work through an outstanding-balance example
If the customer says they paid more, find the actual receipt evidence and source record before changing a number. The report identifies the question to investigate; it does not prove that an unrecorded external payment never happened.
Build a short operating routine
Start with a few questions that recur in your business: new requests awaiting review, customers requiring follow-up and products with a questioned quantity. A short review with clear actions is more useful than exporting every available report.
Accounting exports are a separate handover. If a report will be used for accounting or tax work, agree the interpretation with the responsible accountant and compare it with the relevant source documents.
Common questions
Does the sales total tell me how much cash was collected?
No. Review actual receipts and the relevant cash or payment records separately.
What should I do when two reports show different totals?
Compare their periods, filters, units, opening balances and included records before deciding that either is incorrect.
Explore the relevant workflow
Put the explanation in context.
Product education from CeramicPortal. Examples are illustrative unless identified as recorded product evidence. The available actions depend on your account and assigned access.