Reporting > KPI Overview
Key performance indicators (KPIs) can help you keep track of your business activities and identify problems with your processes. The dashboard described in this article provides an overview of many important KPIs of your Xentral instance.
The KPIs presented in the dashboard are divided into three important areas of your value chain:
Knowing these KPIs can help you make data-driven decisions that optimize your business processes, reduce costs and increase customer satisfaction.
By default, only users with administrator rights can view the Reporting > KPI overview menu in Xentral to view and filter data there. If Xentral users without administrator rights should also be able to view and filter data in the overview, an administrator must grant them these rights in advance. To do so, proceed as follows.
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Use the Smart Search to open the User module.
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Open the user you want to grant rights for the KPI overview to by clicking the pencil icon on the right.
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Open the Rights tab.
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Under Analytics_overview_dashboard, activate the right all to grant the user unrestricted read and write access to the overview.
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Click on Save at the top right.
Important
The first four tiles are not affected by the selection of a period, as they are intended to always show you up-to-date data.
You can select a time period and additional filters for your sales and inventory statistics by clicking on Page filter at the top right. Based on the selected period, you can specify the desired period for the X-axis of the displayed charts.
The following periods and additional filters are available:
Filter |
Explanation |
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Calculation basis |
Use this setting to determine which basis should be used for the calculation of the data displayed in the overview. The following options are available: Sales orders/Returns: The calculation takes place on the basis of the sales orders and returns currently present in Xentral. Invoices/Credit notes: The calculation takes place on the basis of the invoices and credit notes currently present in Xentral. |
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Filter page on |
Use this setting to narrow down the displayed data to a specific project. To do this, select the Project option from the drop-down menu. Then specify the desired project using the Select projects drop-down menu. If required, you can select several projects at the same time by clicking on the corresponding entry in the Select projects drop-down menu. |
Period selector |
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Period |
Select the period whose data should be considered for display in the overview. For the Period, the options Year, Quarter, Month and Week are available. Furthermore, for the Interval, you can choose between the options Quarterly and Monthly. |
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Selected period |
Use this setting to specify the period from which the data should be considered. You can select the previous year (option Previous year) as well as the current year (option Year to date). |
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Compared period |
Do you want to compare the current overview data with a previous period to better assess your business performance? Under Compared period, Xentral shows you which previous year is displayed as a comparison on the overview tiles. NoteIf you compare periods of different lengths, e.g. the current month with the previous month, the comparison is limited by the shorter period. This means if you want to compare the period 01.06–10.06 with the previous month, the period 01.06–10.06 is compared with the period 01.05–10.05. |
Next to the analyzed data, you will find a colored change indicator. This indicator calculates a comparison between the selected period and a comparison period (e.g. there were fewer orders in April than in March). These indicators can have three different colors, depending on the type of change:
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Green means a positive change, e.g.
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Red means a negative change, e.g.
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Grey means that there is no change or new data, e.g.
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Data is classified as new if no previous data was detected or the value changed by more than 10,000%. If a value increases by 100% or more, the display changes from percentages to multiples, e.g. an increase of 100% is displayed as 2x.
The first four tiles are referred to as Business Insights. They inform you about currently upcoming tasks. The two tiles on the left side inform you about packages that need to be shipped and your open orders. The two tiles on the right side are based on your receivables. They can help you assess the risk of default and identify cash flow problems.
The data in these four tiles is not affected by the selection of a period.
Name |
Definition |
Calculation |
Follow-up measures |
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Packages to be shipped |
Number of packages not yet shipped |
Number of shipments with an incomplete status and missing tracking ID within the last 12 months |
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Open orders |
Number of open orders |
Number of all orders with released status and order date within the last 4 weeks. |
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AR outstanding |
Amount of open receivables to be paid by customers |
Open invoices - credit notes Conditions:
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AR overdue |
Amount of overdue receivables to be paid by customers |
Open invoices with reminder status - credit notes The following points are not included in the calculation:
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The tiles in the Sales statistics allow you to better understand your demand, your marketing strategies and your revenue development.
Important
All results within the sales statistics are calculated on the basis of sales orders with the status approved, shipped or completed.
Sales orders with the status canceled or created are not taken into account.
All data is only displayed for the selected period!
Name |
Definition |
Calculation |
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Invoiced net revenue |
Total net revenue generated based on invoices minus credit notes over a specific period |
SUM(invoices) - SUM(credit notes) |
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Invoiced net revenue (without credit notes) |
Total net revenue generated based on invoices over a specific period |
SUM(invoice proceeds) |
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Total net credit notes |
Sum of credit notes over a specific period |
SUM(credit notes) |
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Cost of goods sold (COGS) |
Sum of direct costs associated with procuring a product |
SUM(purchase prices from invoices) - SUM(purchase prices from returns) |
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CM I |
Measure of the profitability of your products |
CM 1 = Net revenue - cost of goods sold |
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Avg. invoice value |
Shows the average amount of customer invoices |
SUM(invoice amounts – associated credit notes) / COUNT(invoices) |
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Total billed customers |
Number of invoiced customers in the selected period |
COUNT(unique customers on invoices/credit notes) |
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Top products by invoiced units sold |
Best-selling products by units sold |
SUM(sold quantity) per product |
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Top products by invoiced net revenue |
Best-selling products by net revenue generated |
SUM(net revenue) per product |
Warehouse insights help you optimize your warehouse and expand your product range.
All data is only displayed for the selected period!
Name |
Definition |
Calculation |
Follow-up measures |
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Inventory velocity |
Rate at which inventory value was turned over in the selected period |
Total cost of goods sold (COGS) ÷ Average inventory value COGS per product: Sold quantity - purchase price Average inventory value per product: Average quantity in stock * Average purchase price |
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Sell through rate |
Number of products sold out of the total quantity (as a percentage) |
Total number of products sold in the period ÷ Total number of products at the start of the period |
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Retail value of inventory |
Total value of all products in sales, determined via their current sales price. |
Sum of (stock quantity * average sales price in the past) for all products |
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Total unique products |
Number of physically present different products that were in your warehouse during the selected period. |
Sum of product IDs that you had in stock during the selected period. |
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Inventory value (with chart) |
Sum of the inventory value of all products in stock, based on their average purchase prices. The chart shows you the development of your inventory value over time. The table gives you an overview of the top 5 stock items by inventory value |
Inventory value of a single product: Stock * average purchase price Inventory value of all products: Sum of (stock * average purchase price) for all products |
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Potential stock out (with table) |
Ten products with the highest risk of a stockout in the coming week Products are considered at risk if the current stock quantity is not sufficient to meet 95% of the average orders per week |
Products are ranked by revenue based on estimated lost sales. Number of lost sales per product: 95% of the average units sold in a week - stock Lost sales by revenue per product: Number of lost sales * Average sales price |
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