Every sale you make in Xduka POS adds to a picture of your business. Reports turn that picture into answers: when you are busiest, what sells, how customers pay and whether you are making a profit. In this guide we walk through the Reports page and show how to export your data.
Where to find reports
Open Reports in the Insights section of the dashboard menu. The page is titled Reports & Analytics: "Track your store performance." Access depends on your role: owners, managers and viewers can see reports; cashiers cannot.
The Dashboard also gives a quick daily overview, such as sales today, open layaways, low-stock count and top products.
The report sections
Summary
The Summary shows how your store is performing overall, including Revenue by Day and an Hourly Breakdown.
Questions it answers:
- Which days of the week are strongest?
- At what hours do customers come in? Do you have enough staff then?
- Are sales growing compared with previous periods?
Products
The Products section shows how individual products and categories are selling.
Questions it answers:
- What are my top sellers?
- Which products are slow movers I should discount or stop reordering?
Payments
The Payments section includes Sales by Payment Method.
Questions it answers:
- How much is paid in cash versus M-Pesa, card, bank or Paysasa?
- Is mobile money growing? Do I still need a large cash float?
P&L
The Profit & Loss Summary brings revenue, cost of goods and expenses together.
Questions it answers:
- Am I actually making money?
- Are expenses growing faster than sales?
For the P&L to be meaningful, make sure products have cost prices and operating costs are recorded in Expenses.
Accounts receivable
From Invoices, the AR aging button opens an accounts receivable view in Reports, showing what customers owe and for how long.
Exporting to CSV
Export a report
On the Reports page, use Export all CSV to download the report data as CSV files you can open in a spreadsheet.
Export full datasets
For a complete backup or for your accountant, go to Settings → Data and use Export all datasets, choosing a format. The available datasets include customers, products, orders, order items, payments, inventory, discounts, layaways and expenses.
A weekly reporting routine
- Monday morning: open the Summary and compare last week with the week before.
- Check Products for top sellers and slow movers.
- Look at the Payments mix.
- Review AR aging for overdue invoices.
- Once a month, read the P&L and export your data.
Tips for trustworthy reports
- Record every sale through the register.
- Keep cost prices current.
- Record expenses as they happen.
- Use consistent categories for products and expenses.
- Refund through the system rather than adjusting figures by hand.
Reports are only as good as the data behind them. Good daily habits at the till make reports far more useful.
Screens and labels may change slightly as we update Xduka POS; if something looks different, contact our support team.
Quick checklist
- Make sure products have cost prices.
- Record expenses as they happen.
- Check the Summary and Hourly Breakdown weekly.
- Review Products and Payments for trends.
- Open AR aging from Invoices to chase overdue balances.
- Export your data monthly and store it safely.
A quick example
For example, say a pharmacy owner in Kisii checks the Hourly Breakdown and sees that the busiest time is just after 5 pm, when office workers pass by. She moves a second staff member's shift later to cover that hour, and queues shorten.
Frequently asked questions
Can cashiers see reports?
Not with the standard cashier role. Owners, managers and viewers can view reports.
What is the difference between Export all CSV and Export all datasets?
Export all CSV on the Reports page downloads report data. Export all datasets in Settings → Data exports your underlying records, such as customers, products, orders, payments, inventory, discounts, layaways and expenses.
Why does my P&L look wrong?
Check that products have cost prices and that expenses are recorded. Missing data is the most common cause of a misleading P&L.
Fifteen minutes a week
Reports in Xduka POS show you when you sell, what you sell, how customers pay and what you actually earn. Spend fifteen minutes a week with them and export your data regularly, and you will make better decisions with less guesswork.
Learn more about our reporting at www.xduka.com/features, or start at www.xduka.com.
