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Reports

Every report FastVet has: what question each one answers, where its numbers come from, when to run it, and which of them your accountant can have as a spreadsheet.

FastVet's reports answer three kinds of question — what happened today, what is the money doing, and what moved through the shelves. Each one below says what it is for, where its figures come from, and what to watch for. None of them changes anything: a report is safe to open.

Where they live#

The two run daily have their own tiles on Home. Everything else is behind Reports.

On Home	Behind Reports
Daily summary Account book	Payments received · Payments received (detail) Debtors age analysis · VAT summary Monthly history · Category detail · Category summary Invoice register · Credit notes Gross profit · Top clients · Top products Activities · Stock used · Stock value Expiring stock · Stock to order · Schedule drugs Repeats due · Refill requests · Clients by tag Lab results · Email history · Accounting export (Admin)

On Home

Behind Reports

Daily summary
Account book

Payments received · Payments received (detail)
Debtors age analysis · VAT summary
Monthly history · Category detail · Category summary
Invoice register · Credit notes
Gross profit · Top clients · Top products
Activities · Stock used · Stock value
Expiring stock · Stock to order · Schedule drugs
Repeats due · Refill requests · Clients by tag
Lab results · Email history · Accounting export (Admin)

Choosing the period#

Reports choose their period in one of these ways:

Control	On	Behaves
A day picker, with arrows either side	Daily summary	Opens on today. The arrows step a day at a time.
A day picker, labelled Day, that will not go past today	Stock value Debtors age analysis	Opens on today. Picks the day to report the position at the close of — a position, not a period.
A From and To pair, with a Period menu and arrows either side	Most of the rest	Opens on this month so far. Pick any two dates, or use the Period menu for this or last month, this or last quarter, or year to date. The arrows step by whatever length you have chosen — a month-long period moves a month, a quarter moves a quarter. Both dates you pick are included.
A month picker, with Month arrows either side	Monthly history	Opens on this month.
A From and To pair, with no menu	Lab results	Opens on the last 30 days.
Daily / Weekly / Monthly, then a picker	Payments received	Opens on Daily — today only.
None	Expiring stock Stock to order Repeats due	Always shows the position now.

Note

A report with nothing in the period says No data to display. That is an empty period, not a broken report — step back a month and see.

Narrowing a report to tagged clients#

Seven reports take a Tags filter beside the period. It narrows the report to clients carrying the tags you pick. The columns, totals and export stay the same, over fewer people.

Reports with a Tags filter
Debtors age analysis · Invoice register · Credit notes · Payments received (detail) · Top clients · Repeats due · Email history

Note

Four client reports have no Tags filter: Daily summary, Account book, Payments received and Monthly history. For a tagged group, use Debtors age analysis, Payments received (detail) or Invoice register instead.

Press a tag to include it, and press it again to drop it. Clear takes them all off. The report runs again each time.

Note

Two or more tags means and, not or: Food only and Payment overdue gives the food customers who are behind. For everyone who has either tag, use Clients by tag.

Tip

Some useful pairs: Debtors age analysis filtered to a tag such as Handed over shows the debt that is with your attorneys; Top clients filtered to New client shows the best of the clients whose first charge was in the last 30 days; Invoice register filtered to Over credit limit shows what you charged accounts that are over their limit.

Note

The filter uses each client's tags as they are today, not as they were during the period. Last quarter's debtors filtered to Payment overdue shows the clients who are overdue today. So a tag-filtered figure can change when you run the same period again later — export it if you need to keep it.

Opening what a row is about#

On most reports you can press a row to open what is behind it.

On	Pressing a row opens
Invoice register	The document that raised the charge — the consultation, sale, hospital stay, boarding stay or groom. A row with no document, such as interest, opens the client's account.
Debtors age analysis · Top clients Payments received (detail) · Credit notes Account book	The client's account, with the charges and payments behind the figure.
Repeats due · Email history	The client's record — contact details and pets.
Lab results	The consultation, or the hospital or boarding day, that the result belongs to.
Gross profit · VAT summary	Its breakdown, in the same table: a category opens in place into its subcategories, and a subcategory into its items. Press it again to close it.
Payments received	A type in the summary narrows the payment details below it to that type. Press it again, or Show all, to see every payment.
Daily summary · Monthly history	Use the arrow buttons on the line: the one by the name opens the client's account, the one by the description opens the document.

Note

A totals row opens nothing, and nor does a row with no client behind it, such as an email sent to someone who is not a client.

Tip

Use Back to return. The report comes back with the same period, filters and tags. These settings are also in the page address, so you can copy the address and send it to a colleague to show them the same report.

Daily summary#

Home›Daily Summary

A day's ledger activity: who was charged, what for, by whom, and what it did to their balance.


Answers	“What happened on the books today?”
Reads	The customer ledger — every charge and every payment posted on that date.
Run it	At close of play, before you cash up.

One line per ledger entry, grouped by client: who it was, who did it, what it was for — the consultation number, the patient, the reason for the visit — and the amount. Under the amount is the client's current balance. Payments show as negatives. The arrows open the client's account or the document behind the line.

Use this report to reconcile the till, and to check the individual entries when a figure on another report looks wrong.

Tip

Run it at the same time every day. A charge posted after you run it changes the figures, so a late consultation can stop the till from balancing.

Account book#

Home›Account Book

Everyone who owes money, how old the debt is, and what it was for.


Answers	“Who owes us money, how long have they owed it, and who do I chase first?”
Reads	The customer ledger, totalled per client. Only clients owing more than R1 appear.
Run it	Weekly, and before any statement run.

One entry per client: what they owe, when they last paid, the debt split into under 30 days, 30–60, 60–90 and 90+, and a FOR line naming the visits and sales that make it up. In the mint theme each client is a card with the older amounts tinted; in the classic theme it is a table row.

Sort by 90+ to bring the worst debt to the top.
Read the FOR line — it often explains the debt without opening anything.
Open the client to see the entries, take a payment, or send a statement.

Note

There is no date picker: it always shows what is owed now. Export gives one row per client with all four ageing columns.

Note

A client in credit — who has paid more than they owe — does not appear here. Deposits and over-payments show on the client's account.

What the ageing buckets mean when they turn up elsewhere in the app is covered under the 60 and 90 day badges.

Tip

For the same question asked about a day that has passed — what was owed at the year-end, and by whom — use Debtors age analysis. Aged analysis in the footer of this screen opens it.

Debtors age analysis#

Home›Reports›Debtors age analysis

Who owed money at the close of the chosen day, split by how old each amount was.


Answers	“What was owed on this day, who owed it, and how long had they owed it?”
Reads	The customer ledger, replayed back to the day you pick.
Run it	Year-end and month-end, and any time your accountant asks for debtors at a date.

One row per client: what they owed, then that amount split into 0–30, 31–60, 61–90, 91–120 and over 120 days, then how many charges make it up, how old the oldest one is, and when they last paid. An empty bucket is left blank so the money stands out. Every money column totals at the foot, and the figure beside Total owed is the practice's debtors on that day.

Accounts narrows it to people or to businesses. The two always add up to the unfiltered total, because every client is one or the other.

Pick the day with the Day arrows or the date box. The report opens on today, where it agrees with the account book client for client. Stepping back re-answers the question for that day: it replays the ledger as it stood at the close of it, so a charge raised in March and paid in June is outstanding on an April report and gone from a July one.

Note

Small balances show here that the account book hides. The account book lists clients owing more than R1; this report lists every balance. The two agree on what each client owes, but this one can have a few more names.

Note

Use the account book to chase money — search it, sort it, open a client, take a payment. Use this report to answer an accountant: it takes a date, splits 90+ into 91–120 and over 120, and totals.

Age is counted from the day each charge was raised, not from a due date or the client's payment terms. A consultation on the 3rd is 28 days old on the 31st. This report, the account book and the client's statement all count age the same way.

Note

Payments come off the oldest debt first, as in the account book, the statements and the interest run. A part payment leaves the remainder in the bucket of the charge, not of the payment.

Reversed charges drop off from the day they were reversed. A charge you reversed last week was still owed the week before, so it shows on a report for any earlier day.

Clients in credit get their own section at the foot of the table, with their own total. They are not subtracted from the total above: money on a client's account is owed to them.

Note

A report for a past day can change. An entry added later but dated on or before that day shows the next time you run it. Export and keep a figure you file at a year-end, rather than running it again. Practices whose history was imported from another system have many such entries, and very old opening balances show in the 120+ column.

Tip

The export carries the as-at date in its filename and in its first row.

Payments received#

Home›Reports›Payments received


Answers	“What did we actually take, and in what form?”
Reads	Receipt entries on the customer ledger — money in, nothing else.
Run it	Daily for the cash-up; monthly for the bank reconciliation.

Payments are grouped by date and description, and the description is the tender type reception chose when taking the money — Cash, Card, EFT. If many payments just say “Payment”, you cannot reconcile the card machine against it.

Tip

Agree a short list of tender descriptions with reception and use only those.

Daily, Weekly and Monthly change the period. Weekly and Monthly also show a Summary by type above the payment details — the totals you reconcile against.

Click a type in the summary to show only its payments in the details below — say, every card payment to check against the card machine. Click it again, or Show all, to see every payment. Export detail exports what is showing.

The footer has two exports: Export summary for the summary by type (Weekly and Monthly only), and Export detail for every payment line.

Payments received (detail)#

Home›Reports›Payments received (detail)

Every payment on its own line, with the client it was put against and who took it.


Answers	"Which payment was that, who made it, and who took it?"
Reads	Receipt entries on the customer ledger, one row each.
Run it	When a figure on the cash-up needs tracing back to a person.

The same money as Payments received, but one line per payment instead of one line per tender type, and carrying the two things the summary cannot show you: which client the payment was put against, and who took it. Use the summary to cash up, and this one to find a single payment.

Careful

A write-off is recorded as a payment described Adjustment. It is in this total but is not money in your bank. Leave out the Adjustment rows in the Tender column when you reconcile.

VAT summary#

Home›Reports›VAT summary


Answers	"How much tax did we charge, and on what?"
Reads	The tax split stored on every charged line, totalled per category.
Run it	At the end of each tax period, before you send anything to your accountant.

Net, tax and gross per category, with a total. The figures use the tax stored on each line when it was charged, so a zero-rated item stays at zero and the report agrees with your Accounting export.

Click a category to open it into its subcategories, and a subcategory to see the items in it. Each level adds up to the row above it. Click the row again to close it. Sorting a column sorts every opened level, and Export includes the rows that are open.

Careful

This is tax on your sales only. What you paid your suppliers is not in it, so it is not a VAT return. Give it to whoever does your returns; do not file it as one. Interest on overdue accounts is left out, because it carries no VAT.

Note

A charge counts in the period it was billed, whether or not the client has paid it. If your returns are done on a payments basis instead, say so to your accountant before using this.

Invoice register#

Home›Reports›Invoice register

Every charge in the period, with what is still owed on it.


Answers	"What did we charge, and what is still owed on it?"
Reads	Every charge on the customer ledger, with its stored tax and settlement.
Run it	Month-end, and whenever an accountant asks for the sales listing.

One line per charge: the date, the client, which kind of document it was and its number, then net, tax and gross, what has been paid, what is outstanding, and a status. This is the report to hand over when somebody asks for "all the invoices for the period".

Status	Means
Paid	Settled in full.
Part paid	Some money has been paid against it, but not all.
Outstanding	Nothing has been paid against it yet.
Reversed	The charge was voided. Listed below the line and not in the totals.

Note

Net is the gross minus the tax stored on the charge, so this report agrees with the VAT summary and the Accounting export to the cent.

The Vet menu narrows it to one vet's work. Shop sales and grooms are left out when you pick a vet, because they have no vet. Leave it on All work to see the practice's whole turnover.

Note

Reversed charges are listed in their own section below the total, and are not part of any total.

Credit notes#

Home›Reports›Credit notes

What was credited back, against which document, and by whom.


Answers	"What did we credit back, to whom, and who did it?"
Reads	The credit raised each time a charge is reversed.
Run it	Monthly, and any time the credits look higher than usual.

When you reverse a consultation, sale, stay or groom, FastVet credits the client and marks the original charge as reversed. That pair is the credit note, and this lists it: the date, the client, the document it was raised against, who raised it, and how much.

Note

FastVet does not record a reason for a reversal, so this report shows what was credited and by whom, but not why.

Tip

Read it beside Invoice register, where the same reversals appear below the line against the charges they cancelled.

Gross profit#

Home›Reports›Gross profit

Revenue, cost and margin per category — with anything uncosted kept out of the total and listed separately.


Answers	"What do we actually keep, and on what?"
Reads	Every charged line, against the cost recorded on it at the time.
Run it	Quarterly, and before a price review.

Revenue, cost and margin per category, all excluding VAT, because cost prices are held without VAT.

Note

Read the Uncosted column first. It is revenue from lines that recorded no cost price, so no margin can be worked out for them. It is not profit, and it is not in Margin.

Click a category to open it into its subcategories, and a subcategory to see the items in it, each with its own revenue, cost, margin and uncosted figures. Each level adds up to the row above it. Click the row again to close it.

Categories where nothing recorded a cost are listed separately at the foot of the table, under No cost recorded, and are not part of the total. Usually that is services. If a category of stock you sell is there, its items have no cost price. Open it to see which items they are, then add the cost under Update Prices and they move up into the figures.

Note

The cost used is the one stored on the line when it was charged, not today's cost price, so last quarter's margin stays the same after a supplier puts prices up. There is no margin for work charged before you recorded costs, or for history imported from another system.

Tip

Read it beside Category summary: that one shows where the money comes from, this one how much of it you keep.

Top clients#

Home›Reports›Top clients

The clients charged the most in the period.


Answers	"Who are our best clients?"
Reads	Charges on the customer ledger, totalled per client.
Run it	Quarterly, or before anything you are planning to send to clients.

The hundred clients charged the most in the period, with how many times they were charged and when they last were. It counts what was billed, not what has been paid, and leaves out interest and any charge that has since been reversed.

Tip

Run it for the same quarter a year apart. A regular who has stopped coming shows up as an absence, which is the one thing a list of this month's best clients cannot tell you.

Top products#

Home›Reports›Top products

What earned the most, across every kind of visit.


Answers	"What actually earns us money?"
Reads	Every charged line, across every kind of visit, totalled per item.
Run it	Quarterly, and before a price review or a stock order.

The hundred items that earned the most, with their category and how many times each was charged. It spans everything that bills: consultations, shop sales, hospital and boarding days, and grooms.

Note

Items are grouped by name, so two catalogue entries with the same name share a row. A protocol appears as itself rather than as the items inside it, which is how it is charged.

Monthly history#

Home›Reports›Monthly history


Answers	“What did we invoice this month, and where did it come from?”
Reads	Every charge in the month — consultations, sales, hospital and boarding stays.
Run it	Month-end, and when you want to compare one month with another.

It carries toggles for the four sources — consultations, sales, admissions and boarding — all on by default. Turning three off is how you answer “how much of last month was boarding?” without exporting anything.

Note

The export carries whatever the toggles are showing, so turn them to the question you want answered before you download it.

Category detail#

Home›Reports›Category detail

Every line invoiced in the month, with its category.


Answers	“Show me every individual thing we charged for this month.”
Reads	Every invoiced line item, with the date, time, type and catalogue category.
Run it	When you need the detail behind a summary figure — or a spreadsheet for the accountant.

This is the longest report: the category reports are this one added up.

It covers everything that bills — consultations, hospital and boarding days, grooms and shop sales. Lines are dated by when the work was done, so a five-day hospital stay appears on each of its five days rather than all on the day it was discharged.

Note

A protocol appears once, as its own charge, rather than as the items inside it, which is how it is billed. The items are still on the patient record; they are simply not charged separately. See Protocols.

Category summary#

Home›Reports›Category summary

The month totalled by category — where the income actually comes from.


Answers	“Where does our income actually come from?”
Reads	The same lines as Category detail, counted and totalled per category.
Run it	Monthly. It is the one to look at over several months in a row.

Four columns: the type of event, the category, how many were charged, what they came to including tax, and a total across the bottom. The shop is counted alongside the clinical work. It is the shortest useful picture of a practice's month — surgery against consultations against food.

Note

The categories are your catalogue categories, so the report is only as tidy as your price list. A large Other line means items that have not been categorised, and a row totalling R 0.00 is usually things that are recorded on a visit but never charged for. Fix it under Update Prices rather than in the report.

Activities#

Home›Reports›Activities

What the practice did over the month, by volume.


Answers	“What did we do this month?” — volume rather than money.
Reads	Invoiced items again, but counted by what they were rather than what they earned.
Run it	Monthly, for staffing and stock planning.

Consultations, procedures, vaccinations, dentals — how many of each. It is the report for “are we busier than last year?” and for deciding how many of something to keep on the shelf.

Note

It counts price-list items by category, not diagnoses. FastVet's diagnosis field is free text and nothing here reads it — see Diagnosis.

Note

This report counts what was done, which includes work done as part of a protocol. Its price column is therefore the list value of that work, not money billed, and it will read higher than Category summary for the same period. For what you actually charged, use Category summary.

Stock used#

Home›Reports›Stock used

Stock dispensed to patients in the period.


Answers	“What did we get through?”
Reads	Stock movements dispensed to a patient.
Run it	Before ordering.

Each line is one item used on one day, with its schedule, the amount and the unit. It shows you when something, such as a vaccine, is going out faster than you expected.

Note

It counts only what went to a patient. Counter sales and shop orders with no patient are not in it, and nor are deliveries or write-offs. For every movement of an item, use the stock history on the item.

Stock value#

Home›Reports›Stock value

What was on the shelves on the chosen day, and what it was worth.


Answers	“What was on the shelves worth, on this day?”
Reads	The stock ledger, replayed back to the day you pick, × the item's cost and selling price.
Run it	Month-end and year-end, for the accounts — or afterwards, once you know you need it.

Every stocked item with its category, what was on hand, its schedule, the unit cost, the value at cost, and the value excluding and including tax.

Pick the day with the Day arrows or the date box. The report opens on today, and every figure is the position at the close of the day shown — so choosing 31 December values the shelves as they stood at the end of that day.

Note

Give your accountant Value at cost. Closing stock goes into the accounts at what it cost you. The two selling-price columns show what the stock would sell for.

Note

Quantities are exact for any past day; prices are not. FastVet keeps no history of an item's cost, so a valuation of an earlier date uses today's cost. If your costs have gone up since, the value will read high. The report says this on screen when you look at a past day.

Items with none on the shelf that day are left out, including items added to the catalogue since. An item you have deleted since is still listed if you held it on that day.

An item with no price shows a blank value rather than being left out: FastVet has stock for it but cannot find its price-list entry.

Note

Stock and prices are matched on four fields — category, subcategory, description and unit. If a row has no value, one of those differs between the stock record and the price-list entry, most often the subcategory. The same match drives the stock badge on the price picker, so correcting it under Update Prices fixes both.

Negative counts get their own section at the foot of the table, with their own total. A negative count means more has been sold or dispensed than was ever booked in. These rows are not part of the valuation above.

Tip

Work down that section before month-end. Correct each count under Adjusting a count and the item moves back into the valuation. The cause is usually a delivery that was never booked in.

Expiring stock#

Home›Reports›Expiring stock

Batches near their expiry date, soonest first, with the already-expired gathered at the foot.


Answers	“What is about to go out of date, and what already has?”
Reads	The lot numbers and expiry dates recorded when stock was booked in.
Run it	Monthly, and before you place an order.

One row per batch, not per item — an item you hold three lots of appears three times. It shows the category, description, lot, expiry date, days left, what is on hand of that lot, and its schedule.

Note

This report has no period. It shows everything expiring in the next 90 days, plus everything already expired.

Already expired batches get their own section at the foot of the table. They still count as stock on hand, so take them off the shelf and write them off under Adjusting a count, choosing the same lot.

Note

Only batches with a lot number and an expiry date appear. Stock booked in without them is never listed, however old it is — see Lot numbers and expiry dates.

Stock to order#

Home›Reports›Stock to order

Items at or below their low-stock level, worst first, with the unassigned gathered at the foot.


Answers	“What needs reordering, and who do I order it from?”
Reads	Stock on hand against the low stock value set on the catalogue item.
Run it	Before placing an order with each supplier.

One row per item that has fallen to or below its low-stock level. It shows the supplier, category, description, what is on hand, the low level itself, how many to order, the quantity already on order, and its schedule. The biggest shortfalls come first — the size of the gap, not how urgent it is.

Pick a supplier in the box above the table to see only that supplier's items. Leave it on All suppliers to see everything that is low.

Tip

To place the order, use Purchase orders. It shows this same list with a tickbox against each item, and emails the supplier what you tick.

The On order column is what you have already asked for on purchase orders sent in the last two months. It is not taken off the Order column, because FastVet does not know the delivery has arrived until you receive it. Read the two together and decide.

Note

This report has no period. It always shows stock as it is now.

Note

An item only appears if it has a low stock value. Without one, even an item you have run out of is not listed. Set it on one item under Update Prices, or across a whole category at once under Suppliers & levels.

A negative On hand is a counting error. It means more has gone out than was ever booked in. The report works the shortfall out from zero, so an item at −6 against a level of 5 is short by 5, not 11. Order what it says, then correct the count under Adjusting a count.

The Order column is what to put on the order. It is the gap between what you hold and the low level, rounded up. An item exactly on its low level shows 0 — it is listed as a warning.

Where you have said how an item is bought, the order is in packs. An item counted in millilitres that arrives in 100 ml bottles and is 350 ml short asks for 4 bottles, not 350. Set that up under How you buy it. Items you count in the same unit you buy them in need nothing extra.

Items with no supplier get their own section at the foot of the table. You can still order them from Purchase orders, where you pick the supplier for the order. To record a supplier on the item, see Saying who supplies an item.

Schedule drugs#

Home›Reports›Schedule drugs

The controlled-drug register: what moved, when, on whom, who authorised it and who handed it over.


Answers	“What controlled drugs have moved, and can I prove it?”
Reads	Stock movements of items whose catalogue Schedule is 5 or higher.
Run it	Whenever your register is written up, and keep the export.

Each row is one movement: the drug, its schedule, the amount and unit, the lot and its expiry, the date, who authorised it, who dispensed it, and the client and patient it went to. Dispensing shows as a negative. Movements with no client — stock booked in, and counts corrected up or down — show against ** Stock Bought / Updated **.

Note

On a refill, Authorized by is the vet who wrote the prescription and Dispensed by is whoever handed it over. Otherwise both columns show the same person.

Careful

Only stocked items at Schedule 5 and above appear. A drug recorded at Schedule 3 or 4, or with no schedule, is never in this register — check Schedule on the item under Update Prices. A drug with a price but no stock record has no movements, so it is not here either — see Stock & inventory.

Note

Controlled drugs covers what to set up, what to record when dispensing, and what FastVet does not do.

Lab results#

Home›Reports›Lab results


Answers	“What lab results have come back, and which are abnormal?”
Reads	Returned lab results over the period, with the patient, client, doctor, test and review status.
Run it	When you are checking results across the practice.

Narrow it by doctor, or tick Unreviewed only or Abnormal only. Abnormal results are marked with a warning sign. For the results waiting to be reviewed day to day, use the inbox — see Lab results.

Email history#

Home›Reports›Email history

What FastVet sent on your behalf, and whether it went.


Answers	“Did that client actually get their invoice?”
Reads	Every message FastVet handed to your mail server, successful or not.
Run it	Whenever a client says they were never told — and once a month to catch bad addresses.

The address, the subject, the status, the date and the type of document. A status of sent means the mail server accepted it; anything beginning failed: carries the server's own explanation, usually a wrong client address or wrong mailbox settings.

The report is covered in full, along with the templates and switches behind it, in Templates & letterheads.

Exporting to a spreadsheet#

Every report exports. Export is in the footer. It downloads an Excel workbook named after the report and its date — for example Account book 2026-07-31.xlsx or Stock value as at 2026-07-31.xlsx.

Payments received has two buttons instead: Export summary for the takings by tender type, and Export detail for every payment on its own line.

Money columns arrive as numbers, so they add up in the spreadsheet. Amounts with a unit — 4 ml, 10 Each — stay as text.

Note

The export is what the report is showing: the same period, filters, tags and toggles. Set the report up first, then export. Every row is included, not only the rows you have scrolled to.

Export is greyed out when the report has nothing in it.

Who can see what#

Who can do this

All staff can open Daily summary and Account book from Home. The Reports tile, and the reports behind it, are for vets and administrators. Accounting export is for administrators only.

Note

Reports only read. Opening one, changing its period or exporting it changes nothing.