Turnover reporting

This guide provides comprehensive instructions on how to use the Turnover Reporting module, covering everything from submitting data as a user to configuring schemes, managing permissions, and troubleshooting as a community manager.

Accessing and Using the Turnover Reporting Service

Gaining Access to the Service

How to Submit Your Turnover Report

Viewing and Managing Historical Data

Deadlines and Support

Managing the service as a community manager

General Settings

Configuration settings

Creating and Managing turnover schemes as a community manager

General

Reporting Periods

Form configuration

Reminders

FAQ

What if I do if I do not see the Turnover Reporting service?

I can see the service, so why can I not submit a report?

How do I troubleshoot as community manager?

Accessing and Using the Turnover Reporting Service

Accessing to the service

Due to the sensitive nature of the financial data, you will be required to re-authenticate (log in again) before you can access the Turnover Reporting service.

Access to this service is often restricted based on user roles (e.g., "Finance"). If you cannot see the service, it may be because you do not have the required permissions. Your community manager controls these settings.

How to Submit Your Turnover Report

You will see a notification for any outstanding reports on your Home dashboard and within the Turnover Reporting service itself.

To submit your report:

1. Click Report.

2. Fill in all the required fields.

3. Accept the specified policies, if applicable.

4. Click Save to submit your report.

Viewing and Managing Historical Data

The "History" section displays all your previously submitted reports.

• Edit a Past Report: If a cogwheel icon ⚙️ is visible next to a historical entry, you can click it to make changes to that specific report. If the deadline has not yet passed, you can still change your submission.

• Customize Your View: To change which data columns are visible in your history, click the main cogwheel icon ⚙️ at the top of the table and select Edit columns. This allows you to create a custom overview.

Deadlines and Support

If you miss a reporting deadline, your community manager may be able to grant you an extension to submit or edit your data. If reporting is locked, use the Contact button to request assistance from the appropriate person or department.

Managing the service as a community manager

To configure the Turnover Reporting service, click the cogwheel icon ⚙️ located in the top-right corner of the service to access its settings.

General Settings

This section allows you to customize the service's appearance and basic visibility for your users. You can:

• Customize Appearance: Set the cover image and icon that represent the service throughout the platform, such as in the "Discover" section.

• Set Category: Choose the category where the service will appear in the Discover section.

• Control Global Visibility: Make the service visible or hidden in the community.

• Pin to Home: Pin the service directly to the Home screen for easy access.

Permissions and Roles

Under the Visibility section, you can assign specific management roles. Use the dynamic selection menu to grant permissions to individuals or to entire groups based on their company or predefined user role.

There are two levels of access you can assign:

1. 1. Service Administrator: Users with this role have full control over the service. They can:

1. 1. Configure turnover schemes, contact details, and designated reporters.

   2. View and manage all turnover reports, including the ability to report on behalf of a company.

   3. Manage the service's visibility settings and assign permissions to other users.

   4. Edit general information, including the cover image and icon.

2. Service Editor: This role is for users who need to manage data but not core settings. They can:
   1. View and manage all turnover reports, including the ability to report on behalf of a company.
   2. Edit general information, including the cover image and icon.

Configuration Settings

The Configuration section is where you create and manage the specific reporting schemes for your community. A scheme defines the schedule, participants, and rules for a particular set of turnover data you need to collect.

(For a detailed walkthrough, see the section: "Creating and Managing turnover schemes as a community manager").

When viewing your list of schemes, you will see the following key details at a glance:

• Scheme Name: The unique name for the report (e.g., "Monthly Sales 2025").

• Status: The current state of the scheme:

  • Draft: In setup; not yet visible to reporters.

  • Active: Live and currently collecting data.

  • Paused: Temporarily inactive.

• Interval: The frequency of reporting (e.g., weekly, monthly, quarterly).

• Start Date: The date the scheme becomes active. A start date must be set before a scheme's status can be changed from Draft to Active.

• Reporting Deadlines: The specific due dates for each interval.

• Assigned Members: The list of companies or users required to report under this scheme.

Reporters

In this section, you define which community members are designated as Reporters, granting them general access to the Turnover Reporting service. A common practice is to manage this by assigning access to entire user roles (e.g., "Store Manager" or "Finance"), but you can also select individuals or companies.

Contact

You can optionally provide specific contact details for each scheme. This information will be shown to reporters who need assistance, particularly if they have missed a deadline.

If you leave this field empty, reporters will see a default message directing them to contact community management for support.

Creating and Managing turnover schemes as a community manager

To create a new reporting schedule, click the + Add Scheme button. You will be guided through four main configuration tabs: General, Reporting Periods, Form Configuration, and Reminders.

A checklist at the bottom of the page will track your progress and show any required steps you still need to complete before the scheme can be launched.

General

In this tab, you will configure basic settings and add participants for the scheme.

• Scheme Name: Enter a clear, descriptive name for the reporting schedule (e.g., "Monthly Turnover").

• Participants: Select the companies who are required to participate in this specific scheme. This can be done based on groups, or predefined custom fields. 

  • Note: Only users who have been granted general access in the main 'Reporters' section have access to the Turnover Reporting service. Make sure at least one of the users of the companies added to a turnover scheme has access. 

• Policy Statement: You can write any custom text here. It will be shown to users every time they report, and they must accept it to complete their submission.

Reporting Periods

Here, you define the timing and deadlines for reporting.

• Reporting Interval: Choose the frequency for reporting: Daily, Weekly, Monthly, Quarterly, Semi-Annually, or Annually.

• Start Date: Set the date when the scheme will first become active. Once the scheme is launched, this cannot be changed. 

• Deadline: Define the deadline for when users must submit their report for each period.

• Late Submissions: Decide whether users are still allowed to submit or edit reports after the official deadline has passed. The advantage of allowing late submissions is that users will still be able to submit their data after the deadline, but keep in mind that having a strict deadline will also motivate users to report on time. 

• Constraints: Optionally, add rules to exclude specific dates, date ranges, or recurring days of the week (e.g., weekends) from reporting requirements.

Form configuration

For each Turnover Scheme, you can configure:

• Icon and Name: Choose a recognisable icon and a clear name (e.g., "Gross Retail Sales").

• Explanation: Add optional help text to clarify what data is required.

• Currency: Select the currency for the report.

• VAT Settings: Specify if the reported amount should be inclusive or exclusive of Value-Added Tax (VAT). If inclusive, you can also provide the VAT percentage.

You can then add more Turnover Fields or other question types to build your complete reporting form. 

Reminders

Configure the automated notifications sent to reporters.

• Automatic Reminders The system sends two automatic reminders by default:

  • When a reporting period ends, signalling that it is time to report turnover.

  • After the deadline has passed, if a report has not yet been submitted.

• Custom Reminders You can configure additional reminders to be sent to users who have not yet reported. For each custom reminder, you can set:

  • Timing: When to send the reminder (e.g., a specific number of days, hours, or minutes before or after the deadline).

  • Custom Message: The specific text to include in the reminder notification.

FAQ

What if I do if I do not see the Turnover Reporting service?

If the Turnover Reporting service is missing, it is usually an issue with your account or current role selection. Please check the following before contacting support:

1. Check Your Account: Look in the top-right corner of your browser to see the name and email address you are currently logged in with. If you have multiple accounts, ensure you are using the correct one.

2. Check Your Role and Company: Look at the top bar of the page. Some users have access to multiple companies or have different roles within a community (e.g., 'Store Manager', 'Marketing'). Make sure you have selected the correct environment where you are expected to report turnover.

3. Contact Your Community Manager: If you have verified your account and role but still cannot see the service, please contact your community manager. They can check your permissions and grant you the necessary access.

I can see the service, so why can I not submit a report?

If you can access the service but there is no option to report, it is likely for one of these two reasons:

• There is no active reporting period. Your community manager may have paused reporting, or a new reporting schedule may not have started yet.

• Your company has not been assigned to the active scheme. While you may have general access to the service, a community manager must also add your company to a specific reporting schedule before you can submit data.

In both situations, the best course of action is to contact your community manager for more information.

How do I troubleshoot as community manager?

When a user reports trouble with the Turnover Reporting service, follow these diagnostic steps to identify and resolve the issue.

1. Does the user have the correct permissions? First, confirm that the user has the necessary access rights.

• Basic Login & Role: Advise the user to check that they are logged into the correct account and have selected the appropriate company/role in the top bar of the platform. You can refer them to What if I do if I do not see the Turnover Reporting service for instructions.

• "Reporter" Access: Go to the service’s settings and verify that the user has been granted general access as a Reporter. A user cannot see or use the service without this permission.

2. Are they assigned to the active reporting scheme? Even if a user has the Reporter role, their company must also be specifically added as a participant to an active scheme.

• Navigate to the settings for the relevant reporting scheme.

• Check the "Participants" list to ensure the user's company has been included.

3. Is the reporting period currently open for them? If a user has all the correct permissions but still can't report, the issue is likely related to timing or status.

• Check the Deadline: Confirm that the submission deadline for the current reporting period has not passed.

• Check for Existing Reports: Review the reporting history to see if a report for this period has already been submitted on behalf of their company, as this may prevent a duplicate submission.