Every figure in the exhibition reports is worked out when the screen opens, from the records as they are at that moment. Nothing is copied into a separate report table, so correcting a cost, recording a payment or logging a call shows up the next time the report is opened.
Three things are decided once, at the moment a record is made, and stored on it. They are what ties money back to an exhibition:
| Stored on | When | How |
|---|---|---|
| The lead, customer or supplier (Lead, Customer, Vendor: event) | When a card is filed as a record from the exhibition’s review queue; and when a card is matched to a record you already had, or somebody is recorded with Met at the stall | The card’s exhibition is written onto the record it becomes. A record you already had gets it only if it has no exhibition yet: the first exhibition stays. |
| The deal (Deal: event) | When the deal is created | From a lead that came from an exhibition: that exhibition, with no time limit. From a customer who came from an exhibition: that exhibition, only inside its counting window (12 months unless the exhibition says otherwise). Otherwise none. |
| The quotation or invoice (Document: event) | When the document is created | From its deal if it has one; otherwise by the same rule from its lead or customer. A document made from another (a quotation turned into an invoice) keeps the first one’s exhibition. |
Because the decision is made once, changing an exhibition’s window later does not re-decide deals already made, and an old invoice keeps the exhibition it was raised under.
Separately, the exhibition’s name is added to the record as a tag at every exhibition they are met at, and renamed with the exhibition. The tag is for finding people; it does not decide what is credited where. See From a card to a record.
Money
| Figure | Read from | Rule |
|---|---|---|
| Spent | Exhibitions, What it cost: each line’s Actual, plus Staff days x Day rate | Lines that have been removed are left out. With no actual costs at all, the budget stands in and is labelled Budget. |
| Budget | Each cost line’s Budgeted; otherwise the exhibition’s own Budget | Shown beside Spent for comparison. |
| Received | Sales documents: invoices and bills of supply carrying the exhibition, their Amount paid | Drafts, cancelled and void documents and replaced revisions are left out. Money paid, never the invoice total. Exact, to the paisa, like every amount in these reports. |
| GST | The same documents’ Tax total plus Cess total | On invoiced: summed as it is. On received: each document’s Amount paid times its tax divided by its total, so a part-paid invoice counts its share of the tax. |
| Without GST | Total less GST, or Received less its GST | Charges and round-off stay in, so with GST and without GST always add back to the total. |
| When it arrived | Payments received: the payment date of each payment allocated to those invoices | An invoice paid with no payment record behind it is dated by its invoice date, and the report says how much was dated that way. |
| Invoiced | The same invoices, their Total | Shown under Received. |
| Still owed | The same invoices’ Amount due, plus deals marked won with no invoice yet | A won deal counts for its amount less anything already invoiced against it. |
| In the pipeline | Deals carrying the exhibition with outcome Open, their Amount | Not money; shown so a young exhibition is not misread. |
| Return | Received divided by Spent | Shown to one decimal, with GST and without GST (Received less its GST, divided by Spent). None when nothing has been spent or the exhibition has not happened. The verdict reads the return with GST. |
| Paid back in month | The month-by-month Received | The first month in which the money received so far reaches what the exhibition cost. |
| Per rupee received | Spent divided by Received | What each rupee back cost. |
The window and the verdict
| Figure | Read from | Rule |
|---|---|---|
| Window | The exhibition’s Counts business for (months, 12 unless changed) and its end date, else its start date, else the day it was made | Months gone since then, counting the exhibition’s own month as month 1. |
| Verdict | Return, the window and the dates | Not held yet: it starts in the future. Not costed: nothing spent or budgeted. Too early: fewer than four months gone and not paid back. Book again: at least twice the cost. Paid its way: at least the cost. Watch: below the cost with months still to run. Reconsider: below the cost and the window has closed. |
Cards and the journey
| Figure | Read from | When |
|---|---|---|
| Cards taken | Scanned cards in the exhibition’s folder, not removed | Each card counts from when it reaches the server; the time shown is when it was photographed. |
| Read and checked | Cards whose status is Reviewed or Filed | When someone checks it in the review queue. |
| Filed as a record | Cards linked to the lead, customer or supplier they became | When the card is filed. |
| Thrown away | Cards put in the bin, with the reason chosen | When binned. |
| Contacted | A call, email, meeting, WhatsApp or SMS logged as done on that lead or customer, or a visit made to them, after the card was taken | When the contact is logged. Edits, invoices and ticked-off tasks are not contact. |
| Turned into a deal | Deals carrying the exhibition | When the deal is made (see above). |
| Quoted | Quotations carrying the exhibition, not drafts, cancelled or void | When the quotation is made. |
| Won, lost, win rate | Each deal’s outcome | When the deal is closed. |
| Invoiced, Paid | The exhibition’s invoices, and those with anything paid | When the invoice is raised and when a payment is recorded. |
Costs per result
Per card, per record filed, per new lead, per person contacted, per deal raised and per deal won are each Spent divided by that count. Each is blank when either side is zero.
Following up
| Figure | Read from | Rule |
|---|---|---|
| People filed | Cards filed as a lead or customer | Suppliers are not followed up for a sale. |
| Days to first contact | The first contact (as above) after the card’s photographed time | Average and median. |
| Within the promise | The exhibition’s first contact within (hours, 48 unless changed) | Contacts made inside that many hours of the card. |
| Never contacted | Filed people with no contact since the card | Named, with the days waiting and the owner. |
| Follow-up tasks | The call task raised for each person filed, due after the promise | Open, overdue (due date passed) and done. |
People, timing and what sold
| Figure | Read from | Rule |
|---|---|---|
| Who did the work | The person chosen on the scan screen for that session; otherwise whoever was signed in | Cards and cards filed by that person. Every deal and invoice of the exhibition in exactly one row: through its lead’s card, else its customer’s card (a converted lead’s customer keeps the lead’s card; somebody met twice counts for the first card). Anything with no card behind it is the row Not from a card. Invoiced and received to the paisa, received also without GST. |
| People who came back | Visits recorded as Met at the stall, and cards matched to a record that was made before the card was taken | Each person once, by name, with when they were first on file, the earlier exhibitions where a visit, a card or their Event field says you met them, and the months since their last contact before this exhibition. |
| Credited to this exhibition from them | Received on the exhibition’s invoices whose customer came back | Part of Received. |
| Everything they paid you in the window | All payments from those customers since the exhibition started, up to the end of its window or today | Not added to Received: it includes business that would have come anyway. |
| Nobody had spoken to them | The last contact before the exhibition started | Six months or more, or never. |
| When the stall was busy | Each card’s photographed time, in Indian time | By day and by hour. |
| Hot, warm or cold | The mark given to each card | With how many of each became a deal. |
| What they asked about | The tags on the cards | The twelve most used. |
| Who paid the most | Received on the exhibition’s invoices, by customer | Top ten. |
| What they bought | Item lines on the exhibition’s invoices: name, line total, quantity | Top ten by value. |
| How long it took | Card to the first deal from it; deal made to its close date; invoice date to the last payment on fully paid invoices | Averages in days. |
| Photographs | Files on the exhibition’s Photographs tab | A count, with a way through. |
Every exhibition side by side
The Exhibitions dashboard and the Exhibitions reports in the catalogue use the same figures for each exhibition, then add them up. Exhibitions are chosen by the day they started. The Cards to sort folder is not an exhibition and is left out. Return across exhibitions, and by kind and by city, uses only settled exhibitions: those not too early, costed and already held. Kind and city are the exhibition’s own Type and City.
Who can see it
Anyone allowed to view Exhibitions sees the reports, for the exhibitions they are allowed to see. The Exhibitions reports in the catalogue need the Exhibitions module switched on for the business.
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