# The 15 reports in Irsaal milk shop software, and how to read them

> Profit & Loss, Customer, Supplier, Milk Stock, Rider Ledger, Sale and more: filters, PDF and Excel export, and what each figure means.

- Product: Irsaal Milk Shop Software, by Irsaal Software
- Section: Money & accounts
- Page: https://irsaalsystems.com/help/milk-reports
- Last updated: 2026-09-25

Irsaal Milk Shop Software has 15 reports under **Reports** on the sidebar. Every report is for a date range (it opens on the first of this month up to today, on the shop's own clock), can be narrowed by shift, rider, customer, supplier and more, and can be printed as a **PDF** or downloaded as an **Excel** file with exactly what is on the screen. Reports are an add-on ("The full reporting shelf", part of every plan); on a plan without it the **Reports** menu item shows a padlock and opens **Upgrade your plan**. Milk business dates follow the shop's **Time Zone**, so "today" is the shop's day, not the server's.

## Which reports are there, and which question does each answer?

| Report | Where it is | What it answers |
| --- | --- | --- |
| **Profit & Loss** | **Reports → Profit & Loss** (on the **Reports** page) | "Did the shop make money in this period?" Revenue, costs and profit, with a **Morning** and **Evening** margin. |
| **Customer Report** | **Reports → Customer Report** | Who was delivered how much milk, billed what, paid what and still owes. |
| **Supplier Report** | **Reports → Supplier Report** | Litres and money per supplier: purchased, returned, paid, and what you owe. |
| **Milk Stock Report** | **Reports → Milk Stock Report** | Milk in (own farm and suppliers) against demand, counter sales, rider returns and spoilage, per shift. |
| **Rider Ledger Report** | **Reports → Rider Ledger Report** | Each rider's approved rounds: litres delivered, cash and online collected, expenses, milk returned, and customers who took no milk. |
| **Sale Report** | **Reports → Sale Report** | Counter sales of milk and products by shift and payment method, net of returns. |
| **Sale Return Report** | **Reports** page | Goods taken back at the counter: why, what was refunded, and whether it went back on the shelf. |
| **Product Delivery Report** | **Reports** page | Products sent out with riders: what each door took, what came back and what was billed. |
| **Purchase Report** | **Reports → Purchase Report** | Product purchases from suppliers: totals, paid and due. |
| **Purchase Return Report** | **Reports → Purchase Return Report** | Purchase returns by supplier and how each was settled. |
| **Stock Report** | **Reports → Stock Report** | Every stock movement of every product, with quantity, cost and running balance. |
| **Expense Report** | **Reports** page | Expenses by category and by payment method. |
| **Employees Report** | **Reports → Employees Report** | Employees, position, salary and status. |
| **Attendance Report** | **Reports → Attendance Report** | Who was present, absent, on leave or on holiday, and check-in and check-out times. |
| **Transactions Report** | **Reports → Transactions Report** | Every cash, bank and card inflow, outflow and transfer. |

The sidebar submenu lists eleven of them; the **Reports** page itself (**Reports**, "Professional reports with date ranges, report-specific filters, PDF printing and Excel downloads.") shows all fifteen as cards.

## On a report screen: filters, PDF and Excel

Every report has a filter bar with **From** and **To**, quick buttons **Today**, **This Week**, **This Month**, **Last Month** and **This Year**, then the filters that report needs, and **Apply** and **Reset**:

- **Shift** (**Morning + Evening**, or one): Profit & Loss, Customer, Supplier, Milk Stock, Rider Ledger, Expense, Sale, Sale Return and Product Delivery reports.
- **Rider**: Rider Ledger and Product Delivery. **Customer**: Customer and Product Delivery. **Supplier**: Supplier, Purchase and Purchase Return. **Category**: Expense. **Employee**: Employees and Attendance. **Location** (**Warehouse** or **Store**): Stock. **Product**: Stock, Sale and Product Delivery. **Account** and **Payment Method**: Transactions (Payment Method also on Sale).
- **Type** on the detail reports narrows the rows: Purchase (**Warehouse** / **Store**), Purchase Return (**Supplier Ledger Adjustment**, **Cash Refund**, **Bank Refund**), Stock (the kind of movement, such as **Purchase / Stock In**, **Sent with Rider**, **Returned by Rider**, **POS Sale**, **Wastage**), Employees (**Active** / **Terminated**), Attendance (**Present**, **Absent**, **Leave**, **Half Day**, **Holiday**), Transactions (**In**, **Out**, **Transfer**), Sale (**Milk**, **Products**, **Sales only**, **Returns only**), Sale Return (the reason), Product Delivery (**Delivered**, **Part delivered**, **Not delivered**, **Not marked**).

**Export to PDF** and **Export to Excel** appear only for a role that has the **Export (PDF / Excel)** button permission on **Reports**. The PDF header (logo, address, contact line, accent colour, footer) comes from **Settings → Reports & PDF**. Detail reports show a row of summary cards above the table, for example **Purchases**, **Purchased**, **Paid** and **Due** on the Purchase Report.

## How do I read Profit & Loss?

**Profit & Loss** ("Revenue, costs and profit by date and shift") shows **Net Profit** or **Net Loss**, then two blocks:

- **Revenue**: **Milk billed to customers** (what weekly and monthly customers were billed), **Daily cash not linked to a customer** (a rider's daily-payer cash), **Local (POS) sales** (after sale returns), **Products delivered by riders**, and **One-off sales by riders** (milk a rider handed to someone who did not become a customer), adding to **Total Revenue**.
- **Costs**: **Supplier milk**, **Own-farm milk** (only when **Own Milk Cost Price** is on; otherwise your own milk counts as free), **POS product cost**, **Cost of products riders delivered**, **Expenses**, **Rider expenses**, **Wastage written off**, adding to **Total Cost**.

Below are **Milk Bought**, **Delivered** and **Counter Sold** in litres, and a **Morning** and **Evening** comparison ("Per-shift margin excludes general expenses, which belong to the whole day"). Milk delivered by riders is counted on a billed basis: each customer is billed for what they actually took, and what they did not pay stays on their account. A round only counts once the office has approved it in **Rider Ledger**. Written-off milk is valued at what it was bought for, or at its own rate where it came from your own animals.

## How do I read the Customer Report and the Supplier Report?

The **Customer Report** ("Customer-wise Report") has cards **Milk Delivered**, **Billed**, **Collected** and **Total Receivable**, plus a **With Dues** count, and a table of **Customer**, **Type**, **Shift**, **Rider**, **Litres**, **Billed** (with "incl. products" where it applies), **Paid** and **Balance**. On each row a book icon opens the customer's ledger, and a green **Bill** button appears for a customer who owes money and has a phone number: it opens WhatsApp with a ready reminder ("Your milk bill at … is Rs …. Please clear your dues.") for you to send.

The **Supplier Report** ("Supplier-wise Report") has **Milk Received**, **Purchase Value**, **Paid** and **Total Payable**, and a table of **Supplier**, **Phone**, **Morning (L)**, **Evening (L)**, **Total (L)**, **Purchased**, **Returned**, **Refund Received**, **Paid** and **We Owe**.

## How do I read the Milk Stock Report and the Rider Ledger Report?

The **Milk Stock Report** ("Milk Stock Report (Morning / Evening)") has one row per saved **Daily Milk Stock** sheet with **Own Farm**, **From Suppliers**, **Total**, **Demand** (what your subscribers needed), **Local Avail.**, **Sold**, **Returned** and **Spoiled**, **Left** and **Sale Value**. With **Multiple Own Farms** on it also shows **Own Stock by Farm**, and it has a **By Kind of Milk** summary.

The **Rider Ledger Report** counts only approved rounds ("Only approved settlements are counted"). Per rider: **Days** and **rounds**, **Morning** and **Evening** litres, **Litres Delivered**, **Cash**, **Bank / Online**, **Expenses**, **Returned** and **spoiled** milk, and **Total Net**. **Customers Who Took No Milk** lists the customers who missed the most litres first, with the **Usual Reason**, **Times** and **Litres Missed**: "worth a call before they drop off entirely."

## How do I read the Expense Report?

The **Expense Report** ("Shop Expenses") shows **Entries**, **Rider Road Expenses** and **Grand Total** cards, then **By Category** and **By Payment Method** and a list of each expense (**Date**, **Category**, **Description**, **Method**, **Account**, **By**, **Amount**). Filter by **Shift** and **Category**. See [Cash / Bank accounts, transactions and expenses in Irsaal milk software](https://irsaalsystems.com/help/milk-accounts-and-expenses) for how expenses are recorded.

## Frequently asked questions

### Which report shows my profit in Irsaal milk software?

**Reports → Profit & Loss**. Pick the dates (and a shift if you want) and press **Apply**. **Net Profit** is **Total Revenue** minus **Total Cost**.

### Where do I see who owes me money?

The **Customer Report**: the **Balance** column and the **Total Receivable** card. Customers with dues show a green **Bill** button that opens a WhatsApp reminder. A single customer's full history is on **Management → Customers → Ledger**.

### Why is a rider's round missing from the Rider Ledger Report?

The report counts only approved rounds. Approve the round in **Rider Ledger** ([Rider Ledger in Irsaal milk software: approve a rider's round](https://irsaalsystems.com/help/milk-rider-ledger)) and it appears.

### Why can't I see Export to PDF or Export to Excel?

Your role does not have the **Export (PDF / Excel)** button permission on **Reports**. The administrator ticks it under **Admin → Roles** ([Users, roles and permissions in Irsaal milk shop software](https://irsaalsystems.com/help/milk-staff-roles-permissions)).

### Can I get a report for just the morning shift?

Yes. Use the **Shift** filter (it shows **Morning + Evening** until you pick one) on the reports that have it.

### Why does the whole Reports menu show a padlock?

The shop's plan does not include the reporting add-on. Open **My Account → Upgrade Plan** to add it.

### Can I print a customer's statement?

Yes, from the customer's ledger: **Export PDF** on **Management → Customers → Ledger** (needs the **Export / Print Ledger** button permission). The **Reports** menu covers all customers at once; see [Customers and subscribers in Irsaal milk shop software](https://irsaalsystems.com/help/milk-customers).

## Khulasa (Roman Urdu)

"Reports" mein 15 reports hain: Profit & Loss, Customer, Supplier, Milk Stock, Rider Ledger, Sale, Sale Return, Product Delivery, Purchase, Purchase Return, Stock, Expense, Employees, Attendance aur Transactions. Har report mein tareekh (From/To), shift aur zaroorat ke filter hote hain, aur "Export to PDF" / "Export to Excel" sirf us role ko milta hai jis ke pas "Export (PDF / Excel)" ki permission ho. Munafa "Profit & Loss" mein dekhein: Total Revenue minus Total Cost. Kis ne kitna dena hai woh "Customer Report" ke Balance mein hai, aur wahan "Bill" button se WhatsApp par yaad-dihani bhej sakte hain. Rider Ledger Report mein sirf approve ho chuke rounds shamil hote hain. Pura Reports menu "Upgrade your plan" ke padlock ke sath ho to shop ke plan mein report add-on nahi hai.

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Source: https://irsaalsystems.com/help/milk-reports — Irsaal Help Center (https://irsaalsystems.com/help).