Vendra generates reports across every module — POS, Sales, Inventory, Accounting, and Payroll — without any manual data compilation. Reports pull live data, so the numbers you see are always current. This guide walks through where each report lives and how to access it.
Step-by-step: generating reports in Vendra
Daily Z-report — POS session summary
Go to Point of Sale → Reports → Session Report. Open the session you want to review. The Z-report shows total sales, a payment method breakdown (cash, mobile money, card), discounts applied, taxes collected, and any difference between the expected and actual cash in the drawer. Each cashier terminal has its own session, so you can review each one independently.
Sales analysis — by customer, product, salesperson, or period
Go to Sales → Reporting → Sales. Use the pivot or graph view. Click Group By to segment results by customer, product, salesperson, or sales team. Click Filters to narrow by date range. The report shows order count, total revenue, and margin. Use the Salespersons report for a performance view per rep, or the Customers report to see which accounts are driving the most revenue.
Inventory reports — stock valuation, movements, near-expiry
Go to Inventory → Reporting. The Stock report shows current quantities per product and location. The Valuation report shows the monetary value of stock on hand — useful for balance sheet reporting. Moves History provides a full audit trail of every stock movement. Run the Inventory Aging report to identify slow-moving or obsolete stock. For near-expiry products, open any lot-tracked product and filter lots by expiry date, or use the Lots/Serial Numbers view filtered by expiry threshold.
Accounting reports — P&L, Balance Sheet, Trial Balance, Aged Payables/Receivables
Go to Accounting → Reporting. Select the report you need:
- Profit and Loss — income versus expenses for a given period
- Balance Sheet — assets, liabilities, and equity at a point in time
- Trial Balance — all account balances to verify debits equal credits
- Aged Partner Balance — outstanding receivables or payables grouped by age (0–30, 31–60, 61–90, 90+ days)
- General Ledger — every journal entry per account for the period
Set the date range at the top of each report before running it.
Payroll reporting — summary and cost per department
Go to Payroll and open a payslip batch for the pay period. The batch summary shows each employee's gross pay, statutory deductions (PAYE, NHIF, NSSF), and net pay. To see cost by department, use the Group By → Department option in the payslip list view. Individual payslips can be printed or emailed directly to employees from within the batch.
Custom financial reports with MIS Builder
Go to Accounting → Reports → MIS Builder. The MIS Builder lets you create custom financial report templates that combine account balances, ratios, and formulas — for example, a management dashboard showing EBITDA, gross margin percentage, or working capital ratio. Templates can be saved and re-run for any period.
Export any report to Excel or PDF
From any report view in Vendra, click the download or export icon in the top-right corner of the report. Choose Excel XLSX for a spreadsheet you can edit, or PDF for a formatted document to share or archive. The export includes all rows currently shown, so apply your filters before exporting.
Schedule reports to be emailed automatically
Go to Accounting → Reports → Scheduled Actions. Create a new scheduled action and select the report to send. Set the frequency — daily, weekly, or monthly. Add the recipient email addresses. Vendra will generate and email the report automatically at the configured interval. This is useful for management accounts, weekly sales summaries, or monthly payroll cost reports that need to reach stakeholders without anyone manually running them.
All reports in Vendra update in real time. There is no end-of-day batch process — the numbers you see when you open a report reflect the current state of the system at that moment.
Tips for using reports effectively
Save filter combinations
In any report, click the search bar dropdown and use Favorites to save your current filter and group-by combination. Saved searches appear in the Favorites menu for quick access.
Pin reports to your dashboard
From any graph or pivot view, click the star icon to add it as a widget on your main dashboard. Dashboard widgets refresh with live data every time you open them.
Switch between graph and pivot
Most reports offer both a graph view (bar, line, pie) and a pivot table view. Use the view toggle icons at the top right of the report. Pivot tables are best for exporting detailed data.
Compare across periods
In accounting reports such as P&L and Balance Sheet, use the Comparison filter to show the current period alongside a previous period side by side. This is available in the Filters dropdown at the top of the report.