Sales Summary
Report Guide for Users
What this report shows, the choices you make when running it, and how to read each section.
What this report is for
The Sales Summary report is the most flexible sales report available — it totals your sales for a date range and lets you decide exactly how that data is grouped and broken down, down to two additional levels of sub-grouping. It's built to answer almost any "how did sales break down by ___" question without needing a separate report for each way of slicing the data.
How the report works
You choose a Summary Level — the main way you want sales grouped, like by Product, by Employee, by Date, or by Category — and the report totals your sales metrics for each group. You can then add up to two more levels of sub-grouping underneath that, so you could, for example, see sales by Employee, and within each employee, by Product.
You also choose how the sales figures themselves should be presented:
- Credit Sales – the portion of sales recognized as revenue.
- Accruals and Liabilities – the portion held as a liability rather than recognized as revenue yet (for example, an unused deposit or prepaid balance).
- Comparison – the same Credit Sales totals compared against another date range you choose, so you can see how this period stacks up against a prior one.
You can show any one of these, or combine all three in the same run.
The choices you make when running it
These are the settings available. Everything else is calculated automatically.
1. The time period
| Setting | What it does |
|---|---|
| Start Date | The beginning of the date range you want to report on. |
| End Date | The end of the date range you want to report on. |
| Start Hour / Minute / Second | The exact time of day the range should start on your Start Date. Defaults to the very start of the day. |
| End Hour / Minute / Second | The exact time of day the range should end on your End Date. Defaults to the very end of the day. |
2. How to group the results
| Setting | What it does |
|---|---|
| Summary Level | The main way to group your sales: by Product, Accounting Description or Item Category, Accounting Code, Accounting Description, Accounting Code & Description, Category, Register, Employee, Guest, Supplier, Zipcode, Hour, Date, Week, Month, Quarter, Year, Transaction, or Accounts Category. |
| Summary Level Sub Group 1 | An optional second level of grouping nested inside your Summary Level. Offers the same list of groupings, minus whichever one you already chose above. |
| Summary Level Sub Group 2 | An optional third level of grouping nested inside Sub Group 1. Offers the same list again, minus whichever groupings you've already used. |
| Product Group Level | Choose "by Item" to show individual products, or "by Group" to roll products up to their product group instead. |
| Include SubTotal | Choose Yes to show subtotal rows for each group when sub-grouping is in use. |
3. What to include
| Setting | What it does |
|---|---|
| Location | Choose one or more locations to include. Leave all selected to include every location. |
| Item Category | Choose one or more item categories to include. Leave all selected to include every category. |
| Transaction Source | Choose which sales channels to include: On-site, Online, and/or Others. All three are included by default. |
| Show Sessions On Deferred Basis | Choose Yes to recognize session-based sales (like memberships or packages) as revenue spread out as they're used, instead of all at once when purchased. |
4. How sales are presented
| Setting | What it does |
|---|---|
| Sales Display | Choose which section(s) to show: Show Credit Sales, Show Accruals and Liabilities, Show Comparison, Show both Credit Sales and Accruals and Liabilities (default), or Show All (Credit Sales, Accruals and Liabilities, and Comparison). |
| Date Range Comparison | Only used when Sales Display includes Comparison. Choose which prior date range to compare your results against (for example, the same period last year). |
| Show Event's Product Name As | For event bookings, choose whether to display them by Event Assignment, Package Name, or Package Name – Assignment. |
Columns on the report
Whichever grouping(s) you choose, each row shows the same set of sales metrics for that group:
| Column | Description |
|---|---|
| Gross Sales | Total sales before discounts, comps, refunds, and tax. |
| Quantity Sold | The number of items sold. |
| Quantity Comped / Comped Amount | The quantity and dollar value given away as comps. |
| Quantity Refunded / Refunds | The quantity and dollar amount refunded. |
| Total Discounts | Total discounts applied. |
| Discount Code Amount | The portion of discounts that came from a discount code. |
| Membership Discount Amount | The portion of discounts that came from a membership benefit. |
| Net Sales | Sales after discounts, comps, and refunds, before tax. |
| Sales Tax | Tax collected. |
| Quantity Net | Net quantity sold, after refunds. |
| Grand Total | Net Sales plus Sales Tax. |
| Transaction Count | The number of distinct transactions in the group. |
How to read the layout
The report can show up to three sections, depending on your Sales Display choice: Credit Sales, Accruals and Liabilities, and Comparison. Within each section, rows are organized by your Summary Level, and then nested by Sub Group 1 and Sub Group 2 if you set them, with Sub Total rows for each group (when Include SubTotal is on) and a Grand Total at the end.
The label on the leftmost column changes to match whatever you picked for Summary Level (and each sub-group level gets its own labeled column too), so the report always tells you exactly what each row represents.
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