Product usage on report pages shows the number of selected warehouse event rows for each product. Product Costs shows the recorded product costs and income for tasks and service requests. These reports let you compare how often events occur and the monetary amounts associated with products, but the usage count does not tell you how many units were consumed.
Open a report and select the data
In the browser's main menu, open Dashboard → Report pages and select a report page using the selector at the top of the page. An administrator can add a report using the Add new report button at the top: search for Product usage or Product Costs and drag the report from the selection onto the page. Save the addition with Save the page.
Open Settings in the report's title bar. Under All filters, select Search criteria. Both reports include Product use on a Task and Product use on a Service request by default. In the usage report, you can also select Data based on inventory events and Data based on sell events; these are disabled by default.
The product filters in the same section let you select a warehouse, product category and products. The filters work together: for example, selecting a product and a warehouse includes only that product's data from that warehouse. For usage, the warehouse filter applies to the event's source warehouse; for costs, it applies to the warehouse recorded on the job's product row. The product category filter uses the product's current category.
Your access rights to warehouse events and warehouses affect the usage data. For users other than administrators, Product Costs data is limited to completed tasks and service requests that the user has permission to view. The same filters therefore do not guarantee the same results for different users.
Select the time period and time grouping
Tme period for the data in the report settings limits the data included. A new report defaults to the previous and current calendar years. Time grouping for data determines whether figures are shown by day, week, month or year; the default is month. Daily grouping is unavailable with a year-based time period. To check individual days, select a start and end date.
Usage is dated by the warehouse event's creation time. Product Costs uses the cost row's creation time, rather than the job's creation date, due date or invoice date. For users other than administrators, the job's completion time must also fall within the selected period. For example, a cost row created in February for a job completed in March may therefore be excluded from the February report.
Day boundaries follow the user's time zone; the default is Helsinki. In the weekly grouping implementation, the period ends at the beginning of the week's last day, so entries from that last day may be excluded. Verify the figures for the entire week using daily or monthly grouping before using them as a summary. Other time period options are explained in Report time periods and filters.
What does product usage count?
Each included event row increases the product's count by one. A single event using 20 units gives a count of 1. Two events with quantities of 2 and 8 units give a count of 2, even though 10 units were used in total. The figure is the number of events, not the number of units, number of jobs or a utilization percentage.
A single product row on a job can generate multiple events if the deduction continues from another warehouse location because the balance is insufficient. These events are also counted separately. Inventory counts and sales can be included, but purchases, transfers, reservations and reservation returns are not among the event types available in the report. Including an inventory count increases the event count by one, regardless of the quantity counted or whether the balance increased or decreased.
Simply adding a product to a task or service request does not yet create a usage event. Completing the job starts the warehouse entry process in the background. The entry requires a warehouse and a location belonging to that warehouse to be selected on the product row, as well as an active product. Product rows saved in Android and iOS are also processed by this server function. Wait for processing to finish and reload the report. Adding a product to a job is explained in Adding a spare part to a Spot and a task.
What do cost and income mean in Product Costs?
Product Costs uses the job's recorded product cost rows. Working hours, travel expenses, other costs, sales made directly from a warehouse and inventory counts are not included in this data. Cost rows are usually created when the job is completed. Pricing based on purchase batches may finish in the background; product rows awaiting pricing are not yet included in the report.
The cost of a product row is based on the product quantity and the cost price used. The recorded sales amount is calculated from the product quantity and the sales unit price. The report uses these recorded amounts and does not reprice old rows using the product's current price. Cost price settings are explained in Warehouse value and product cost. Using a product row's own sales price is explained in Adding a spare part to a Spot and a task.
- A row defined as a cost: the row's value is added to the Total cost series, and the recorded sales amount to the Income series. A missing sales amount does not add any income.
- A row defined as income: the row's value is added only to the Income series. Any separate sales amount on the same row is not added again.
For example, an €80 cost row with a sales amount of €100 shows a cost of €80 and income of €100. If a €30 income row is also included, the cost remains €80 and income becomes €130. The combined height of the series is not profit: the report does not calculate a margin by subtracting cost from income. Amounts are calculated separately for each product or folder and time period, then rounded to two decimal places.
Income means the recorded income on the product row, not a payment received from the customer. The report does not filter data by invoicing or payment status. Likewise, the warehouse's current value or a warehouse event's change in value is not the same as the job's product cost.
An administrator's data is not filtered by the job's current status. A retained product cost row may therefore still be included even if the job is no longer completed or has been deleted. For other users, only visible jobs that are currently completed and whose completion falls within the period are included. If cost rows are also deleted when the job is deleted, they are removed from the cost report's data.
Display by product and compare folders
The product-based view in both reports shows a maximum of 100 products matching the data criteria. This limit does not select the products with the highest usage or costs. If there are more products, narrow the scope before drawing overall conclusions. The Excel export also exports the data shown in the report; it does not remove the product limit.
In Product Costs, you can switch from products to a folder comparison by selecting By folder in the Group by section of the settings. You can then select the folders to compare using the Folder selector that appears. Costs from a selected folder's subfolders are combined into that folder's total. If no folders are selected, groups are formed from the folders present in the data.
The folder is determined from the current folder of the job's Spot. Moving a Spot can therefore also move old costs into another group the next time data is retrieved. If the job has no Spot or its folder can no longer be determined, the row is excluded from the folder comparison. Product-based and folder-based results therefore do not always cover the same rows. The usage report remains product-based.
Save and verify the result
Changing filters updates the view. An administrator saves the selections of an already saved report using Save Settings in the title bar. A new report is saved to the page with Save the page. The saved change also applies to the page's report when other users open it. Other users do not have a permanent save function. Report filters do not change products, balances or cost rows.
First verify the result using one product and a short time period:
- Check the report's time period, data selections and product filters. At least one event type must be selected for usage. For Product Costs, keep at least task or service request data included: deselecting both prevents a new search, so an old chart still displayed does not demonstrate the result of that selection.
- Compare the usage count with the number of warehouse event rows for the same product, using the same event types and creation time filter. Also check related additional events. See Investigating warehouse events and balance errors.
- Open the task or service request that is the source of the cost and its Work costs tab. Compare the costs and income of the included product rows separately. Check the completion status and time if you are not an administrator.
- If necessary, open the three-dot menu in the report's title bar and select Export to Excel to check the series by time period. After saving, reopen the page and verify that the selections were retained.