What this report shows, the choices you make when running it, and how to read each section.
What this report is for
The Sales Transactions report is a highly flexible, transaction-level view of your sales data. Where the Sales Summary report totals things up, this report is built to let you browse, filter, and export the underlying detail — individual transactions, guests, products, employees, and more — with full control over which columns you see and how the results are grouped.
How the report works
You choose a date range, then narrow the results down using any combination of filters — by product, item category, guest, employee, account, register, transaction source, or even a specific transaction ID or zip code. You then choose how you want the results grouped (Group By) and exactly which columns should appear (Columns to Show).
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.
2. Grouping and columns
Setting
What it does
Group By
Choose how results are organized: Transaction Detail (default), Guest Detail, Product, Employee, Accounting Code, Category, Modifier, or Sales By Guest Account.
Product Group Level
Choose "by Item" to show individual products, or "by Group" to roll products up to their product group instead.
Columns to Show
Choose exactly which columns appear on the report, from the full list in the Columns section below.
3. Location and register
Setting
What it does
Location
Choose one or more locations to include. Leave all selected to include every location.
Registers
Choose one or more registers to include. Leave all selected to include every register.
4. Product filters
Setting
What it does
Item Category
Choose one or more item categories to include. Leave all selected to include every category.
Product Search
Type part of a product name to narrow down the Product list below before picking from it.
Product (first 150 shown)
Choose one or more specific products to include. Leave all selected to include every product. Only the first 150 matching products are listed at a time, so use Product Search to find a specific item quickly.
5. Guest filters
Setting
What it does
Guest Search
Type part of a guest's name to narrow down the Guest list below before picking from it.
Guest (first 100 shown)
Choose one or more specific guests to include. Leave all selected to include every guest. Only the first 100 matching guests are listed at a time, so use Guest Search to find someone quickly.
Use Guest
When a transaction involves both a purchaser and a different recipient (for example, a gift), choose whose info should be used: Purchase Guest Only, Recipient Guest Only, Purchase then if not set Recipient Guest, or Recipient then if not set Purchase Guest.
Show Trans w/o Cust Info
Choose whether to include transactions that have no guest attached at all. On by default.
6. Employee filters
Setting
What it does
Sold Employee Search
Type part of an employee's name to narrow down the list below before picking from it.
Sold Employee (first 100 shown)
Choose one or more employees to include, based on who made the sale. Leave all selected to include everyone.
7. Accounting filters
Setting
What it does
Account Category
Choose one or more accounting categories to include. Leave all selected to include every category.
Account
Choose one or more specific accounts to include. Leave all selected to include every account.
8. Other filters
Setting
What it does
Transaction Source Category
Choose which sales channels to include: Online, On-Site, Rental Portal, Rental Order, and/or UnRecorded. All are included by default.
Show Sessions On Deferred Basis
Choose Yes to recognize session-based sales (like memberships or packages) as revenue spread out over time as they're used, instead of all at once when purchased.
Zip Code Search
Optionally filter results down to a specific guest zip code.
Columns you can show
Use the Columns to Show parameter to build exactly the report layout you need. The default selection is Trans Id, Transaction Date, Guest Name, Guest Email, Tax Amount, Net Sales, Line Total, Transaction Source, Item Category, and Product Name — but any of the following are available:
Transaction info
Column
Description
Trans Id
The internal identifier for the transaction.
Transaction Date / Transaction Time
When the transaction took place.
Order Id
The order the transaction belongs to.
Transaction Source
Where the sale originated (for example, a specific register or online store).
Transaction Source Category
The broader channel the sale came through (Online, On-Site, Rental Portal, Rental Order, or UnRecorded).
Location Name
The location the sale took place at.
Website Name
The online storefront the sale came through, if applicable.
Guest info
Column
Description
Guest Name / Guest Id
The guest tied to the transaction, per your Use Guest setting.
Guest Email / Guest Phone
The guest's contact info.
Street Address 1 / Street Address 2 / City / State / Zip Code
The guest's address on file.
Guest Account Owner / Guest Account Id / Guest Account Name
The guest account the guest belongs to.
Organization Name
The organization tied to the guest, if any.
Tax Exempt Name
The tax exemption on file for the guest, if applicable.
Employee and register info
Column
Description
Employee Name
The employee who made the sale.
Register Name
The register the sale was made on.
Till Start / Till End
The register's till balance at the start and end of the shift the sale occurred in.
Sales figures
Column
Description
Gross Sales
Total sales before discounts, refunds, and tax.
Discount
Discount applied.
Refunds
Amount refunded.
Quantity Net
Net quantity sold, after refunds.
Net Sales
Sales after discounts and refunds, before tax.
Tax Amount
Tax charged.
Line Total
Net Sales plus Tax Amount.
Product and accounting info
Column
Description
Product Name
The product sold.
Item Category
The category the product belongs to.
Base Product Type / Product Object Type
The underlying type of product/object the line item represents.
Event/Session Time
The event or session date/time tied to the line item, if applicable.
Account Id / Account Code
The accounting account the sale is mapped to.
Account Category
The broader accounting category the account belongs to.
How to read the layout
The columns you see and the way rows are grouped both come from your own choices — there's no single fixed layout. With Group By set to Transaction Detail (the default), you get one row per line item. Switching to Guest Detail, Product, Employee, Accounting Code, Category, Modifier, or Sales By Guest Account instead rolls the same underlying data up around that dimension, so you can quickly move between a full transaction log and a summarized view without re-running a different report.
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