How to Use Filters in the Deposits Collected Report

Step 1: Navigate to Analytics

Start by logging into your Pabau account using your login credentials. Then, navigate to the left sidebar menu, where you can find the Analytics tab. Click to expand it, and it will reveal Reports.

Step 2: Open the Deposits Collected Report

Under the Financials section, you will find the Deposits Collected pre-created report. Click on the report name to continue.

Step 3: Review the Default Filters

The Deposits Collected report opens with 2 filters applied, joined together with "and":

• Line Item where Item Category is On Account — restricts the report to line items categorised as an on-account deposit
• Invoice where Invoice Date is in This month — further restricts the report to invoices raised within the current calendar month

Because the filters are joined with "and," a line item must satisfy both conditions to appear in the report. Each part of either filter — object, field, operator, and value — can be clicked and changed independently, which is what the rest of this article walks through.

Step 4: Change the Object

Clicking on the object opens a dropdown of everything you can build a filter around:

• Line Item — an individual item billed on an invoice, such as a service, product, or deposit
• Client — the person the invoice or line item belongs to
• Invoice — the invoice the line item sits on
• Service — the specific service linked to the line item
• Appointment — the appointment linked to the line item
• Product — the specific product linked to the line item
• Payment — the payment record linked to the invoice

Choosing a different object changes the entire list of fields available in Step 5, since each object carries its own set of details.

Step 5: Change the Field

Clicking on the field opens a scrollable list specific to the object you've selected. This is where you choose exactly what aspect of the record you want to filter on.

For the Line Item object, the fields available include:

• Item Name — the name of the item billed
• Item Employee — the team member associated with the item
• Item Client — the client the item was billed to
• Quantity — the number of units billed
• Unit Price — the price per unit
• Tax Amount — the tax charged on the item
• Disc % — the percentage discount applied
• Item Net — the net value of the item before tax
• Item Category — the category the item falls under, which is what powers the first default filter
• Unit Discount — the discount applied per unit
• Product Code — the code assigned to the product
• Discount — the total discount applied
• Discount Reason — the reason recorded for the discount
• Item Gross — the gross value of the item including tax
• Item Tax — the tax value of the item
• Profit — the profit margin on the item
• Voucher Code — the code of any voucher used
• Voucher Type — the type of voucher used
• Voucher Status — the current status of the voucher
• Voucher Amount — the value of the voucher
• Voucher Remaining — the remaining balance on the voucher
• Voucher Expiration Date — when the voucher expires
• Tax Rate — the tax rate applied to the item
• Package Status — the current status of any linked package
• Package Redeemed — how much of a linked package has been redeemed
• Package Remaining — how much of a linked package remains
• Package Expiration Date — when a linked package expires
• Commission — the commission earned on the item
• Paid Item Total — the total amount paid toward the item
• Item Total Price — the total price of the item
• Package Remaining Gross — the remaining gross value of a linked package
• Package Service Name — the service name tied to a linked package
• Number of sessions — the number of sessions included in a linked package
• Package valid from date — when a linked package became valid

For the Invoice object (used in the second default filter), the fields available include:

• Invoice No — the invoice number
• Invoice Date — the date the invoice was raised, which is what powers the second default filter
• Location — the clinic/site the invoice was raised at
• Payment Method(s) — the method(s) used to pay the invoice
• Client — the client the invoice belongs to
• Debtor — the party responsible for paying the invoice
• Payment Status — the current payment status of the invoice
• Net — the net value of the invoice
• Tax — the tax value of the invoice
• Gross — the gross value of the invoice
• Paid — the amount paid on the invoice
• Balance — the outstanding balance on the invoice
• Type — the invoice type
• Issued By — the team member who issued the invoice
• Issuing Company — the company the invoice was issued under
• Invoice Created Date — when the invoice record was created
• Price List — the price list applied to the invoice
• Last update time — when the invoice was last updated
• Invoice Note — any note recorded on the invoice
• Healthcode — the healthcode reference on the invoice, if applicable
• Tip — the tip value recorded on the invoice
• Credit Type — the type of credit applied, if any
• Inv Team — the team associated with the invoice
• Invoice Created by — the user who created the invoice
• Sync Xero — whether the invoice has synced with Xero
• Sent Date — when the invoice was sent
• Sent Status — the current sent status of the invoice
• Tax group — the tax group applied to the invoice

Picking a field here decides what the operator and value in the next steps will actually test.

Step 6: Change the Operator (Category-Style Fields)

For a field like Item Category, which is a category, the operator list is:

• is — only include line items whose category matches exactly, and the default operator for this filter
• is not — excludes line items whose category matches exactly
• is empty — only include line items with no category recorded
• is not empty — only include line items that do have a category recorded
• is any of — include line items matching any category from a list you select
• is none of — exclude line items matching any category from a list you select

Step 7: Choose the Value (Category-Style Fields)

Clicking on the value for Item Category opens a list of the categories you can filter by:

• On Account — deposits taken on account, and the default value for this report
• Service — line items billed for a service
• Product — line items billed for a product
• Package — line items billed for a package
• Voucher — line items billed for a voucher
• Service Charge — line items billed as a service charge
• Membership — line items billed for a membership
• Packages — line items billed across packages
• Gift Cards — line items billed for a gift card

Step 8: Change the Operator (Date-Style Fields)

For the second filter's field, Invoice Date, which is a date, the operator list is:

• is — only include invoices raised on an exact date
• is not — excludes invoices raised on an exact date
• is later than — only include invoices raised after a given date
• is earlier than — only include invoices raised before a given date
• is exactly or later than — includes the date itself plus everything after it
• is exactly or earlier than — includes the date itself plus everything before it
• is now until — only include invoices raised between now and a date you specify
• is empty — only include invoices with no date recorded
• is not empty — only include invoices that do have a date recorded

Step 9: Choose the Value (Date-Style Fields)

Clicking on the value for Invoice Date opens the Favourite Intervals list — rolling date ranges that update automatically each time the report runs:

• Today — from midnight until the current time
• Yesterday — the previous 24 hour day
• This month — the current calendar month, and the default value for this report
• This year — the current calendar year

Step 10: Review the Data

Once your filters are set the way you want, the report updates automatically, showing you the deposits that match both rules, measured by line item value.

By following these steps, you can easily generate and customize the Deposits Collected report.