Using Catalog Entries

Draft of a new article (release 20.4).

The report shows which catalog entries were used during a period and which stayed idle. It helps decide what to buy, what to sell and what to rent out more actively.

Open it from «Analytics» → «Using Catalog Entries». The section is available to employees whose access template allows the «Report on Catalog Entry Usage» line on the «Analytics» tab.

[[IMG: catalog entry usage report, filter panel]]

How to build the report

Set the filters and click «Show report». If you change the filters later, click «Update»: they are not applied by themselves. «Reset» returns the default filters, «Filters» collapses the panel. The filters are remembered, so after reloading the page the report is built again.

Estimate or specification

The «Count by» switch sets the data source. It is the same distinction as everywhere in the system: the estimate is what was sold to the client, the specification is what was actually prepared for the project.

• Estimate: a set is counted as a whole and its contents are not expanded; kits are expanded into their entries.

• Specification: the entries themselves and everything on their second level are counted — the contents of sets and kits and whatever was added to an entry. There are no services in a specification, so in this mode they are not in the report.

Filters

Period — the last year by default. Projects are included by their end date.

Show — «In use», «Unused» or both. «Unused» by default.

Type — equipment, sets, kits, accessories, services.

Stock — all entries or «In stock only» (default). Does not apply to services and kits.

Entries — the whole catalog or selected sections and entries from the tree.

On the right are project filters: clients, counterparties, venues, estimate statuses («selected» or «all except») and roles. They define which projects are counted. Within one role, people are combined with «or»; different roles are combined with «and».

Please note. Project filters narrow the set of projects, so the list of unused entries gets longer. For example, if you select one client, «Unused» will show everything that has not been rented to that client.

Table

Columns: name, type, stock, quantity used, number of projects, last use (or «never») and location in the catalog. The number of entries found is shown above the table.

A use is the fact of a row in the estimate or specification, regardless of the amount and the number of days. Entries removed from sale and consumables are not included.

«Download (xlsx)» exports the whole report to Excel together with the period and the counting mode.

[[IMG: report table]]

Charts

Tick rows, and a chart block for the ticked entries (up to 30) appears under the table: a pie chart of usage shares (or of stock if the ticked entries were not used), bars with stock next to usage or to idle days, and a day-by-day graph of how many units were in projects.

[[IMG: chart for the ticked entries]]