Item Sales Report

Item Sales Report

Item Sales Report Overview

The sales reports must track the sales details, stocks on hand, profits, and other parameters to monitor your item sales.

Many sales reports are provided that can give you a wealth of statics about the business's performance. You can generate reports by applying the custom filter options and many other customization options to monitor your sales activities. Different options are provided to view the records of the generated sales reports in various formats.

This technical document explains how to generate the "Item Sales Report" using the filter options, bifurcating the parameters, and calculating the price with margins.

1. Reaching the "Item Sales Reports"

To reach the "Item Sales Reports," follow the below steps:
  1. Step 1: Log into Control Center
  2. Step 2: Choose Point of Sale
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports
  5. Step 5: Choose Item Sales
See Figure 1.1 below will help you understand the navigation better.


Figure 1.1

2. About the Item Sales Report

When you click "Sales Reports" from the left navigation panel, you will see the results of the empty report data. By default, the 12 Week Sales report type will be selected in the "Choose Report" drop-down. 
You can generate your desired reports with different statics by selecting the sales report types [Choose Report], setting up the filters, and selecting the date range.


 Figure 2.1

FTx Cloud POS provides many useful sales reports for any retail business. The "Choose Report" drop-down menu displays the different types of sales reports. 


 Figure 2.2                                                             

3. Generating the "Item Sales Report"

Now, let's generate the "Item Sales Report." Follow the steps below to create the "Item Sales Report" (see Figure 3.1 below): 
  1. From the "Sales Reports" page, you will see the "Choose Report" drop-down selection.
  2. You will see different types of sales reports alphabetically by clicking the drop-down selection.
  3. Search for "Item Sales" from the list and click on it.

Figure 3.1
Once you click the "Item Sales" report type, you will get the relevant filter options to customize the sales report accordingly. You have many bifurcation options to generate the reports and check the different statics of the sales.
Figure 3.2
From the above Figure 3.2.
  1. Customer filters, grouping, date range, and other filter options. 
  1. The Range Type option lets you generate the report based on two parameters: Date Range and Register Z. The below report is generated based on the Date Range parameter. You can also generate a report based on Register Z. Please refer to 6. Item Sales Report Based On Register Z to learn more about it.
  1. Bifurcate options for the Item Sales Report.
    1. Note: The custom filters and bifurcation options might vary as per the type of report selection.
  2. By clicking "Generate Report" from the top-right corner, the Item Sales Report will be generated and appear on the screen. See Figure 3.3.
Check the Item Sales Report with the predefined selection of filter options (the system's default selection and without any custom filter option setup).

Figure 3.3

You will see the following sales data in tabular format when you generate the Item Sales Report (Above Figure 3.3):
  1. UPC: This represents the item's UPC inserted during product creation. The UPC is scanned and sold on the register. This is the actual product sold to customers.
  2. Item Name: This represents the name of the product.
  3. Qty Sold: This represents the quantity sold within the specified date range.
  4. Total Retail: This represents the total retail amount for the items sold.
  5. Avg Retail: This represents the average retail amount based on different price book zones and locations for single-item quantities. 
    1. How is "Avg Retail" calculated?
      Avg Retail = Total Retail Amount / (divided) Qty Sold, i.e., For "Black Big [CTN]" item: 332 (Total Retail) /166 (Qty Sold) = $ 2 is Avg Retail
  6. Total Cost: This represents the total cost of the item sold in quantity between the date range.
  7. Buydowns: This represents the buydown amount if it is applied during the transaction.
  8. Adj Cost: This represents the adjusted cost against the "Total Cost" of the sold quantity. i.e., Adj Cost = Total Cost - (deducted) Buydown
  9. Discounts: This represents the discounts that are applied during the transaction.
  10. $ Margin: This represents the total margin of the sold quantity after calculating the Buydowns and Discounts.
  11. % Margin: This represents the margin that gains or loses in percentage. % Margin will calculate the margin against the Total Retail in percentage.
  12. Grand Totals: This calculates the totals of all the sales data.
Info
Note: The sales report generates data based on the date range selection and custom filters. It shows sales data from your stores. The QOH represents each product's current stock.

3.1. Sales Report for a Specific UPC/Item

Now, let's see how to check the sales report for a specific UPC/Item. You can also check all the sales transactions for that item (product).

Figure 3.1.1

By clicking any "UPC number" or "Item Name," you will be redirected to a new browser tab, where the specific UPC/Item sales transaction will be displayed. After redirecting to a new browser tab, you will see the sales details of a single item.

 Figure 3.1.2


You need to understand the following details from the item-specific sales report:
  1. You can see each sale with the Location where the item is sold and the Timestamp when the sale is done. Location will be displayed in Store Number-Location Name format, and the Timestamp will be displayed in Date & Time format.
  2. The grand totals shown at the end will appear in the main Item Sales Report.
So, by clicking the specific UPC/Item, the Item Sales Report will be filtered and displayed for each item sale. By clicking the close (x) for UPC (Selected Filters), the filter will be removed, and you need to click the "Generate Report" button again for the central Item Sales Report.

4. Report Filter Options

By setting specific criteria, let's examine the custom filter options for generating the Item Sales Report.



 Figure 4.1


4.1 Custom Filters for Items

Now, let's see how to filter the items to generate the desired Item Sales Report. The "Filter Items" drop-down option allows you to customize the selection.


 Figure 4.1.1

You will find the two options from the Filter Items drop-down selection:
Show All: This option considers all the items to generate the report. The "Manage" button will be turned off for this option, which is pre-selected by default.
- Custom Filter: To customize the items for the report, you need to select the "Custom Filter" option. Once you choose it, the "Manage" button will be enabled to set up the filters.

By clicking the "Manage" button, a "Manage Filters" window will pop up. You will see the following details (See Figure 4.1.2 below): 

  1. You will see the different tabs to filter the items for the Item Sales Report. You can choose the required records by navigating the tabs individually to generate your desired item Sales Report.
  2. The saved custom filter is available in the drop-down menu. Clicking the "Manage Filters" button opens the list of saved custom filters.
  3. You can see the UPC (items) list when selecting the "UPC" tab.
  4. You will find the checkbox along with all the records. Select the items from the list and move them to Selected List area on the right side. 

Figure 4.1.2

Once you select the records from the list, click the green right-sided arrow (the Move button) to move them to Selected List.


Figure 4.1.3
By clicking the Move button, the selected records will be moved to Selected List. Thus, the Item Sales Report will only be generated with the selected records.
You can remove any record from the list by clicking the Remove (x) icon. If you want to remove the whole selection, click the "Clear Selection" button.

Figure 4.1.4
Selected List: When the Item Sales Report is generated, you will have one flag to decide whether to "include" or "exclude" the selected records.
  1. Include: If the "Include" flag is selected, the Item Sales Report will be generated by applying the selected records. See Figure 4.1.4 above.
  2. Exclude: If the flag is selected to "Exclude," the Item Sales Report will be generated but ignores the selected records. It will consider the selected records that must be excluded to create the sales report and the left-side records for reports.
    See     Figure 4.1.5 below.


Figure 4.1.5
When you need to avoid some of the unrequired sales report records, you can select those few records from the list (left side) and select "Exclude." So, when the report is generated, you will not see the statics for those records in the Item Sales Report.

Similarly, you can filter and set up the records for other tabs (parameters). Once the specific records are selected from the filter options (tabs), you can generate the Item Sales Report by clicking the "Apply" button and then the "Generate Report" button from the main page. 

Figure 4.1.6

4.1.1 Save Custom Filter

You can also save the configured custom filters for future use. Clicking the "Save Filters" button will display a pop-up asking you to enter the name of the custom filter.

Figure 4.1.1.1
Enter the name of the custom filter and click the "OK" button to save it.

Saved Filter:
The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the list for the Item Sales Report.

Figure 4.1.1.2
Manage Filters:
Clicking the "Manage Filters" button allows you to check and manage the filters. A pop-up listing of the saved custom filters will appear.


Figure 4.1.1.3
- Select FIlter: Select any filter from the list to generate the desired Item Sales Report. Select the filter from the list and click the "Select Filter" button.
- Delete: You can delete any filter from the list that is no longer required. Select the filter and then click on the "Delete" button.

In this way, the "Custom Filter" options (tabs) help to customize the item records and set up the options to get only the required data for the Item Sales Report.


4.2 Group By

Now, let's see how to check the Item Sales Report using different grouping options.
You can also check the data in the Item Sales Report by dividing the group. You will have the following grouping options to generate the report in a group:
UPC | Departments | Category | Manufacture | Details


4.2.1 Group By UPC

The Item Sales Report is generated by default with the "Group By UPC" pre-selection. The report shows the UPC (item)-wise sales data.

Figure 4.2.1.1

4.2.2 Group By Departments

If you select "Group By Departments," you will see the department-wise item sales data in the report. When you generate the Item Sales Report, the items in the same department will be displayed under the specific department.

 Figure 4.2.2.1


4.2.3 Group By Category

If you select "Group By Category," the report will display the product's category-wise sales data.

  1. Category Depth: When you select "Group By Category," this drop-down option will be enabled. This drop-down option lists the level (depth) of the categories. So, by selecting the specific depth, the Item Sales Report will display the item sales data under the selected depth (level).
  2. When you select "Group By Category," "Show All" will be pre-selected by default.


Figure 4.2.3.1


The report's item sales data can be viewed at the category level. Select the level from the Category Depth drop-down menu to do so.


4.2.4 Group By Manufacturer


If you select "Group By Manufacturer," the report will display manufacturer-specific item sales data.

 Figure 4.2.4.1


InfoNote: If the manufacturer is not assigned to the products, the sales data of those products will be displayed under the "Not Available" group.

4.2.5 Group By Details

If you select "Group By Details," you will see two additional columns in the reports showing the details of item sales transactions. The "Location" column shows the store location name, and the "Timestamp" column shows the date and time of the sales transaction.

 Figure 4.2.5.1

4.2.6 Group By Brand

If you select "Group By Brand," you will see the brand-specific item sales data in the report. 


 Figure 4.2.6.1

4.3 Date Range

You can filter your sales data in the report between the dates and select a specific time.
By clicking the Edit box, you will get a tiny calendar to select the specific date range. You can manually enter the date in mm/dd/yyyy format.

 Figure 4.3.1
If you want to generate a report with a specific time duration (till morning/evening), you can select the particular time (hour and minutes) from the date selection.

Figure 4.3.2
Presets: A label is provided to select the specific duration/interval to generate the item sales data.

Figure 4.3.3

4.4 Group By Location


Let's see how to check the item sales data by grouping it into location or location groups.
You will see a "Group By Location" drop-down from where you can select either "Location" or "Location Group" to group the sales report. By default, None will be pre-selected, which means the sales data will be displayed, as shown in Figure 4.4.1.


Figure 4.4.1


Location: If you select "Location," the item sales data will be displayed individually in grouping the locations (stores).
Once the location-specific report is generated, you can check the total sales transactions for the items separated by location.

Location Group: You can also check the sales data in the report according to the location groups created in "Manage Location Groups" at Locations.
If you select "Location Group," the item sales data will be displayed in that location group. When you choose "Location Group," you will have one more filter option to select the specific location group(s) from which to check the sales data in the report.


Figure 4.4.2

After selecting the Location Group(s) and generating the report, you can view the department sales data grouped into Location Groups individually and combined with the selected groups.

4.5 Filter the Sales By

The Filter the Sales By drop-down lets you filter the report records based on three parameters: All Sales, E-Commerce Sales, and In-Store Sales. 
  1. The Filter the Sales By drop-down has three options, "All Sales," "E-Commerce Sales," and "In-Store Sales," as highlighted in Figure 4.5.1. The system selects "All Sales" by default.

Figure 4.5.1
  1. Select "E-Commerce Sales" to include only e-commerce sales data in the report. 
  2. Select "In Store Sales" to include only in-store sales data in the report. 

4.6 Filter Store & Location Groups

To check the item sales data for a specific location and/or location group only, you can set up the location filter option by clicking the button (No filter selected) on the top-right side.


Figure 4.6.1

By clicking that button (of filter location), a Manage Filters window will pop up. You will see the following details (See Figure 4.6.2 below): 

  1. You will see the two tabs: "Store" and "Location Group."
  2. The saved custom filter is available in the drop-down menu. Clicking the "Manage Filters" button opens the list of saved custom filters.
  3. You can see the list of stores (locations) and the checkbox.

Figure 4.6.2

If there is a long list of stores, you can effortlessly search by entering the name in the Search text box.
You need to select the specific stores by ticking the checkbox. Once you have selected the stores from the list, click the green right-sided arrow (the Move button) to move the store records to Selected List.
See Figure 4.6.3.


Figure 4.6.3

By clicking the Move button, the selected stores will be moved to Selected List. You can remove any store from the list by clicking the Remove (x) icon. To remove the whole selection, click the "Clear Selection" button. See Figure 4.6.4 below.


Figure 4.6.4


Once the specific records are selected from the filter options (tabs), you can generate the Item Sales Report by clicking the "Apply" button and then the "Generate Report" button from the main page.


Similarly, you can select the required location group(s) by navigating to the "Location Group" tab.



Figure 4.6.5
You need to select the location group(s) from the list (left side) and move to the Selected List (right side). Then, you can generate the report directly by clicking the "Apply" button or save it as a filter record for future use by clicking the "Save Filters" button.

When you click the "Save Filters" button, a pop-up will appear, asking you to enter the name of the location filter. (See Figure 4.6.6 below.)

Figure 4.6.6

Enter the name of the custom filter for location and click the "OK" button to save it.


Saved Filter:
The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the list to generate the sales report.

Figure 4.6.7

Manage Filters:

Clicking the "Manage Filters" button allows you to check and manage the filters. A pop-up listing of the saved custom filters will appear.


Figure 4.6.8

Select Filter: To generate the desired Item Sales Report, select a filter from the list and click the "Select Filter" button.
Delete: You can delete any filter from the list that is no longer required. Select the filter and then click on the "Delete" button.

When you set up filters for locations (stores) and location groups, you can view information about selected details by hovering the mouse cursor over the "Filter" button.

Figure 4.6.9

This way, you can check the sales data for items in the report by selecting a specific location (store) or location group.


NotesNote: "4.4 Group By Location" will group the sales data based on Locations or Location Groups, whatever you have selected. Meanwhile, the "4.5 Filter Store & Location Groups" custom filter option sets up a specific item records selection. The sales data will be generated in the report based only on the selected locations (stores) or location groups.


4.7 Discounted Filter

Now, let's filter the applied discount to the items in the sales report.

You can check the Item Sales Report by filtering the discount percentage applied to the sold items. Clicking the Discounted Filter drop-down menu will display the "None" and "Percentage" options.

 Figure 4.7.1

The "None" option is pre-selected by default. To filter the records according to the applied discount percentage, select the "Percentage" option. When you choose the Percentage option, you will see the Condition and Percentage value options to filter the sales reports.

Figure 4.7.2

You will see three conditions for filtering the discounted data in the sales report. To filter the data, you need to insert a specific percentage value.
> "percentage value": You will see the discounted data in the sales report that exceeds the inserted percentage value.
= "percentage value": You will see the discounted data in the sales report that equals the inserted percentage value.
< "percentage value": You will see the discounted data in the sales report that is less than the inserted percentage value. 

As per Figure 4.7.3, the condition is < 20% (less than 10%). So, the sales data will appear when the discount value is less than 20% in the sales transaction.


Figure 4.7.3

4.8 Margin Type

When items are sold with a low margin, the retail price is lower than the cost, and the margin could be negative. Using the Margin Type filter option, you can check whether the sales report shows a positive or negative margin.

Figure 4.8.1                                                                                                                                         

Positive Margin
If you want to check the sold items only with the positive margin, select the "Positive Margin" option from the drop-down selection and click the "Generate Report" button.

Figure 4.8.2

Only the "$ Margin" and "% Mgn" with positive values will be seen.

Negative Margin

If you want to check the sold items only with the negative margin, select the "Negative Margin" option and click the "Generate Report" button.

Figure 4.8.3

Only the "$ Margin" and "% Mgn" with negative values will be seen.

4.9 Include In Sales Reporting

The Include In Sales Reporting drop-down menu lets you filter the item sales records by three parameters: All Departments, Only Include in Sales Reporting, and Not Include in Sales Reporting. 
Info
What is "Include In Sales Reporting?"

"Include In Sales Reporting" is a preference available at the department level managed by the "Include In Sales Reporting" button. 
  1. If you activate it, the system will include the department in sales reporting.
  2. If you deactivate it, the system will not include the department in sales reporting. 
You can activate or deactivate this preference from the respective "Options" tab in "Departments." (Department >> Add/edit a department>> the Options tab >> the Include In Sales Reporting button). Please refer to Departments to learn more about this preference. 
  1. The Include In Sales Reporting drop-down has three options: "All Departments," "Only Include in Sales Reporting," and "Not Include in Sales Reporting," as Figure 3.9.1 shows. The system selects "All Departments" by default.

Figure 3.9.1
  1. Choose "Only Include In Sales Reporting" to view the department sales records with the activated "Include In Sales Reporting" option at the product's department level.
  2. Choose "Not Include In Sales Reporting" to see the department sales records where the "Include In Sales Reporting" option is deactivated at the product's department level.

4.10 Show Quantity As

The Show Quantity As filter lets you view the sold item's quantity based on four parameters:
  1. By Product
  2. Rollup Links
  3. Show As Decimal Value
  4. By Vendor Part
The system will display the data in the "Qty Sold" column based on your selection. 
  1. The "Show Quantity As" drop-down menu has four options: By Product, Rollup Links, Show As Decimal Value, and By Vendor Part, as Figure 4.10.1 shows. When you generate the report, the system selects the "By-Products" option by default and shows the sold product's quantity in the "Qty Sold" column, as shown in Figure 3.3 in point 3. Generating the Item Sales Report.   

Figure 4.10.1
  1. If you generate the report using the Rollup Links option, the system will display the sold quantity information in the rollup links format in the "Qty Sold" column, as Figure 4.10.2 shows.

 Figure 4.10.2
  1. If you generate the report using the Show As Decimal Value option, the system will display the quantity of sold items in decimals in the "Qty Sold" column, as Figure 4.10.3 shows.

Figure 4.10.3
  1. If you generate the report using the By Vendor Part option, the system will display the quantity of sold items based on the vendor part's part value in the "Qty Sold" column, as Figure 4.10.4 shows.

 Figure 4.10.4

5. Bifurcate Options for Report (Enabling Checkboxes)

You can check other different statics for the Item Sales Report by enabling the bifurcate options provided with the checkbox.



Figure 5

Enabling the checkboxes allows you to bifurcate the report data accordingly. For example, you can tick multiple checkboxes to check the Item Sales Report with various parameters (bifurcations).

5.1 Show Vendor Part #

To check the Item Sales Report with the Vendor Part Number details, tick the "Vendor Part #" checkbox and click the "Generate Report" button.

Figure 5.1.1

You will see the Item Sales Report with the vendor part number for each item. Items without a vendor part number will be mentioned as N/A (Not Available). Open Department sales will always be mentioned as N/A. When you enable the "Vendor Part #" checkbox, you will also see the "Vendor Name" drop-down selection enabled.

5.2 Group By Employee

To check which items the specific employee sells during the sales transaction, tick the "Group By Employee" checkbox and click the "Generate" button.

Figure 5.2.1

The employee sales data is in the Item Sales Report. The items sold by each employee are listed under their name.

5.3 Group By Customer

To view customer-specific sales data, tick the "Group By Customer" checkbox. Then, click the "Generate Report" button to generate the report.

Figure 5.3.1

The items sold to specific customers will be listed under that customer. 

5.4 Show QOH

Tick the "Show QOH" checkbox to view sales data with available stocks. Then, click the "Generate Report" button to generate the report with QOH.

Figure 5.4.1

The QOH column provides the latest quantity of items on hand after the last sales transaction. The QOH values will vary according to the selected date.

5.5 Only Show Inactive

If inactive items are sold and you want to check the sales data, tick the "Only Show Inactive" checkbox to get the sales data of the inactive items sold in the report.

5.6 Show Cost Breaks

When you generate the Item Sales Report, you get the "Total Cost" sales data by calculating all the different item costs individually. Whatever the cost during sales, you get the total cost of the items in the report.
If you want to check the items sold with different cost values, tick the "Show Cost Breaks" checkbox to break the item costs in the report.
You can get the item sales report with the cost breakdown by ticking "Show Cost Breaks" and clicking the "Generate Report" button.



Figure 5.6.2

You can see the highlighted price breaks for the respective items and, similarly, for other items. This allows you to check how many items are sold at the exact cost.

5.7 Show Price Breaks

When you generate the Item Sales Report, you get the sales data for the item price by calculating all the different retail prices in Total Retail and Avg Retail. Whatever the retail price during sales, you get the average retail price for each item in the report.

If you want to see the items sold and their retail price values, tick the "Show Price Breaks" checkbox to break the item price in the report.

You will get the item sales report with the price breakdown by ticking "Show Price Breaks" and clicking the "Generate Report" button.

Figure 5.7.2

You can see the highlighted price breaks for the respective items and, similarly, for other items as well. This way, you can check how many items are sold at the same retail price.

Quote
This way, you can set up multiple custom filter options and simultaneously enable bifurcation options [checkboxes] to get the required Item Sales Reports.
6. Item Sales Report Based on Register Z.

6. Item Sales Report Based on Register Z

FTx Cloud POS lets you view the item sales report based on Register Z for each selected store. To generate such a report, please follow the steps below.  
  1. Select "Register Z" in "Range Type," as shown by the arrow in Figure 6.1. 

Figure 6.1
  1. As soon as you select "Register Z," the system will enable three fields for you to choose a Register Z, as highlighted in Figure 6.2. 

Figure 6.2
  1. 1: Store: This drop-down shows the list of stores. Select the required store from it.
  2. 2: Register#: This drop-down shows the registers at the selected store through the register numbers. Select the required register from it.
  3. 3: Z#: This drop-down shows the list of Register Z for the selected register. Select the appropriate Register Z from it.   
  1. Once you have made the required selections for the Store, Register, and Z numbers, click "Generate Report." The system will then display the item sales report for the selected Register Z, as Figure 6.3 shows. 

Figure 6.3

7. Scheduling a Report

FTx Cloud POS supports report automation. You can configure a report and schedule it. The system will send the scheduled report to the indicated email IDs at the defined frequencies (daily, weekly, bi-weekly, monthly, quarterly, etc.). 

Please refer to Scheduling a Report to learn how to schedule a report.

8. Printing/Exporting a Report 

You can print or export any report according to your requirements. When you use the Print function, the system creates and opens the report's PDF file in a new tab. You can download the soft copy or print the paper copy according to your requirements. 

Please refer to Printing a Report to learn how to print or export a report. 

9. Manage Favorites 

FTx Cloud POS lets you quickly access the reports you need to view frequently through "Favorite Reports." You can save a report as a favorite and manage all your favorite reports from any of the report screens using the "Manage Favorites" button. 

Please refer to Managing the Favorite Reports to learn how to manage or export a report. 

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