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Free Item Report

Report Module Guide: Free Item Report

Module Location

Sales > Reports > Item Reports > Free Item Report

Module Objective

The Free Item Report module is used to generate a detailed list of all products that were given to customers for free. This report is very useful for tracking promotional items or samples that have been distributed, as well as for analyzing the volume and cost of "free product" promotion programs.

1. Report Parameters

The main page of this module is a simple form containing a date parameter for the report.

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Here is an explanation for each parameter:

  • Free Item Period:

    • Specify the From and To date range to display all free items that were given out during that period (e.g., August 1, 2025, to August 31, 2025).

2. Steps to Generate the Report

Step 1: Set Report Parameters

Define the date range in the Free Item Period fields.
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Step 2: Generate the Report

After the parameters are set, click one of the two buttons in the bottom-left section of the page:

  • Display Report: To preview the free item report directly on your screen. 

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  • Export To MS Excel: To download the report data in an Excel file format. 

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3. Example of the Report View

After you click, the system will generate a detailed report like the following, which details every free item that was given.

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Report Explanation: This report displays a detailed list of every free item that has been given to customers.

Key Columns:

  • Sales Order Number: Shows the related sales transaction reference number.

  • Customer Name: The name of the customer who received the free item.

  • Free Item Code and Free Item Name: Details of the product given as a gift.

  • Qty: The number of free item units given.

Tips & Important Notes

  • This report is very useful for the Marketing and Sales teams to evaluate the effectiveness and total cost of the "free product" promotion programs they have run.

  • This report's data is pulled from Sales Order transactions that automatically received a free item based on the settings in the Free Item Program module.

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