Reporting

The Reports page has all BrewOS reports: the data for reports to the authorities, monthly bookkeeping files, Excel downloads and internal reports for following production and sales. Reports are always calculated from the information recorded in BrewOS, so they are exactly as correct as the shipments, packaging and stock entries have been recorded.

The Reports page is divided into three parts:

• Authorities: the data for tax and Valvira reports, the small brewery ledger, tax events, the stock report and the Palpa report
• Bookkeeping: monthly PDF files for bookkeeping and Download data in Excel format
• Internal accounting: reports on production, shipments and tap sales

In the classic user interface, Download data in Excel format is a link at the top of the page.

If you need all of the account's data at once, for example as a backup or for a migration, use the Settings > Data export function. See Data export.

Reports to the authorities

• Excise duty: the alcohol duty excise tax return to the Finnish Tax Administration (Vero) monthly. See Excise duty returns.
• Small brewery and beverage packaging tax relief: the small brewery ledger, reduction tiers by batch, periods to correct and the beverage packaging tax small producer limit of 70 000 litres. See Excise duty returns.
• Beverage packaging tax: the beverage packaging tax return to Vero monthly. See Excise duty returns.
• Soft drink tax: the soft drink tax return to Vero monthly. See Excise duty returns.
• Delivery report: Valvira's wholesale delivery report monthly. See Valvira reports.
• Packaging report: Valvira's packaging report three times a year. See Valvira reports.
• Tax events: the source data for the tax and delivery reports mentioned above. See below.
• Stock report: the monthly audit report of the stock accounts. See below.
• Palpa report: shipment unit quantities for Palpa's system monthly. See Valvira reports.

Tax returns can be sent from BrewOS directly to Vero over the VeroAPI connection, and Valvira reports to Valvira's Allu service. Both require one-off settings on the Settings > Authorities page.

Tax account

The tax account is BrewOS's internal list of events in which products have been released from a bonded warehouse to a customer, for export, to another bonded warehouse or through a tap, and of customer returns. The tax account events are compiled into

• the alcohol duty excise tax return
• the beverage packaging tax return
• the soft drink tax return
• Valvira's wholesale delivery report.

The packaging report and the Palpa report are not based on the tax account. The packaging report is calculated from the packings recorded in stock, and from the tax account it takes only tap sale events. The Palpa report is calculated from delivered shipments. Tap sale events are also counted in the small brewery ledger.

How tax events are created

A tax event is created automatically when

• a shipment is marked as delivered. Each stock batch in the shipment creates its own event. See Shipments.
• tap sales are recorded. On the tap's page, the consumption between two meter readings is recorded with the Record tax event button. See Taps.
• export sales are recorded from a warehouse. A sale recorded on the warehouse's Export sales tab creates an export event with ID code 03 and an export country, but no price. See Warehouses.
• a customer return is recorded. The return is recorded as an event with a negative quantity. See Customer return.

If a shipment that has already been delivered is cancelled, BrewOS deletes all tax events related to the shipment and returns the products to stock. The quantities of the cancelled shipment therefore also disappear from the reports. If you have already sent the period's return, check whether it needs to be corrected.

Browsing the events

1. Open Reports and choose Tax events.
2. The events are shown newest first, 50 events per page. The table shows the timestamp, the type of event (sale or return), the customer relationship (licence number and customer, or export country), the product and alcohol content, the quantity in litres and the price in euros. A tap sale's product is shown in the form "Tap: product name".
3. Open an event by clicking its row.

Incomplete events

The Missing data option at the top of the page (in the classic user interface the link Show tax events with issues) opens a view that shows only events that are missing a product number, domestic sales events that are missing a price, or events whose price is zero. You also reach the same view from the notice on the home page that tells the number of incomplete events. The All option returns to all events.

Typical causes of missing information are a product that has neither an EAN code nor a Valvira product number, or a shipment whose rows have not been priced. Primarily correct the product's or shipment's details so that the error does not recur, and then correct the events already created. When a product is given an EAN code or a Valvira product number, BrewOS also updates it on the product's existing events (see Valvira reports).

Note that tap sale events for which no price was given are shown in this view as zero-priced, and they are also counted in the number in the home page notice.

Event details and editing

At the top of the event's page, under Issues and suggested fixes, BrewOS lists the errors and notes found in the event, errors first. It compares the event with what it was made from: the product's current product number, the stock entry's litres, the shipment's price and the recipient's licence number or export country. It also points out, for example, a product number that Valvira has reported as unknown, a recording time in the future or in a different month from the shipment, and a negative sale. If there is a suggested fix, press Use suggestion (or Clear field) to fill the value into the form. Nothing is saved until you press Save changes. If there are no issues, the page says No issues found in the entry.

On the event's page you can change these fields:

• Recorded at: the time by which the event belongs to a given month's (or packaging period's) report
• Licence number: the customer's alcohol licence for which the sale is reported to Valvira
• Bonded warehouse no.: the number of the receiving bonded warehouse, if the products moved to another bonded warehouse. Such events are reported on the excise tax return as a duty-suspended transfer and not as a taxable release.
• ID code: Valvira's special sales ID code, if the customer has no alcohol licence (e.g. 03 for export). No tax-free special sales means there is no code.
• Export country: the three-letter country code for export sales
• Product number: the product's Valvira product number, or if there is none, the product's EAN code
• Quantity (litres): the quantity to report in litres
• Price (euros, excl. VAT): the price charged to the customer excluding VAT

Fields with an error or a note are highlighted. The recording time is given in the format YYYY-MM-DD, with the time of day if needed, and a comma can be used as the decimal separator for the quantity and the price. The recording time and the quantity cannot be emptied, and the export country must be a three-letter country code (e.g. SWE). If any value is invalid, no change is saved.

Editing:

1. Change the necessary fields. The Save changes button becomes active when something has been changed.
2. Press Save changes. BrewOS tells you which fields were updated and records the change in the event log.

The change is shown immediately in all reports based on the tax account. If the period's return has already been sent, the change is not updated in the sent return; the return must be corrected separately if necessary.

Below the form, under Entry details, you can see where the event comes from: the shipment, customer, product and stock entry, or for tap sales the production batch, tap and measurement period.

Bookkeeping

Reports > bookkeeping files compiles monthly PDF files for bookkeeping from the invoicing and payment data. The last 25 months are available.

From each month's row you can download the files separately:

• Sales VAT report: the month's sales and VAT by VAT basis and tax rate
• Invoice journal: the month's invoices in invoice number order with totals and due dates
• Payment journal: the month's customer payments by payment method, and the invoices to which the payments have been allocated
• Accounts receivable: open receivables by customer for invoices dated no later than the last day of the month
• Invoice copies: the month's invoices, one invoice per page

Download PDF in the All files column downloads all five files as a single PDF file.

Only active invoices are included in the files, and they are assigned to a month by the invoice date. Payments are assigned by the payment date.

Accounts receivable shows the balances as they were at the end of the month: only payments dated no later than the last day of the month are deducted from the invoices. The Total open receivables shown at the top of the page, on the other hand, is the open balance of the whole account at the time of printing.

Invoicing and payments are explained in more detail in the guides Invoicing and Payments.

Data in Excel format

Download data in Excel format downloads the data for the chosen period as an Excel file.

1. Choose the Dataset:
   • Customer shipments: delivered shipments by product row: customer, customer group, delivery date, product, package, units, price excluding VAT in euros and litres
   • Stock movements: all stock transactions: time, description, warehouse, batch, product, and units and litres before and after the transaction
2. Choose the Dates (start and end). With the Quick select buttons you get, for example, this or the previous week or month.
3. Press Download.

Both days belong to the chosen period.

Stock report

The Stock report prints the month's audit report of the stock accounts, for example for the inspection of a bonded warehouse.

1. Open Reports > Stock report.
2. Choose the month. The menu shows the months of the last three years that have stock transactions, and the number of transactions in each month.

The report is organised by product and, within products, by purchase batch or production batch. For each batch it shows the warehouse (and its Valvira ID, or the note "not bonded"), the opening balance, the month's transactions, the total additions and deductions, and the closing balance. The quantities are in units.

Internal reports

The internal accounting reports are meant for following your own operations, and they are not submitted to the authorities.

Production

Production shows production volumes in litres for the last four months, the current year, the last 12 months and the previous year:

• Productions started: confirmed and finished production batches by recipe according to the start date
• Products recorded into stock: the production batches' packaging by package type and beverage
• Products consumed from stock: the quantities that left stock by beverage

The row's [show] opens a breakdown. The report only includes products recorded from production.

Shipments

Shipments is a summary report of delivered shipments that you can break down in the ways you choose.

1. Choose the breakdowns by clicking them under Available breakdowns. The options are Seller, Customer group, Customer, Beverage, Package, Product, Alc. licence and Month, plus each product group dimension (e.g. Tuoteryhmä, Type or Flavour, see Products). The order of the choices determines the levels of the breakdown. Remove a choice by clicking it under Selected breakdowns.
2. Choose the period and the order (alphabetical, by units, by litres or by sales).
3. Press Update.

The report shows units, litres and sales excluding VAT, and each row's share of the higher level's total. By default the last 30 days are shown by beverage. The report only includes shipments that have a delivery location.

If a breakdown is a dimension in which a product can have several groups, the product is counted in each of its groups, so the groups' totals may exceed the real totals. The report points this out.

Tap deliveries

Tap deliveries shows the consumption of the 50 most recent taps by beer: the time of each tap's first and last meter reading, the litres measured through the tap and the total quantity of the beer. See Taps.