Item Sales Report

Item Sales Report

Item Sales Report Overview

Reports -> Sales Reports -> "Item Sales"

To keep an eye on your item sales, the sales reports must track the sales details, stocks on hand, profits, and other parameters.

Many sales reports are provided that can give you a wealth of statistics about how the business is doing. You can generate reports by applying the custom filter options and many other customization options to keep an eye on your sales activities. Different options are provided to view the records of the generated sales reports in various formats.

In this technical document, you will see how to generate the "Item Sales Reports" using the filter options, bifurcate the parameters, and price calculation with margins.

1. Reaching the Sales Reports

To reach the "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



                                                                                                                  Figure 1

2. About Sales Reports

When you click on "Sales Reports" from the left navigation panel, you will see the empty report data results. 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 Reports], setting up the filters, and selecting the date range.


                                                                                                                        Figure 2.1


FTx Cloud POS provides many types of sales reports that will be useful and related to any retail business. By clicking the "Choose Report" drop-down selection, you will see 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 below steps to generate the Item Sales Reports (See Figure 3.1 below): 
  1. From the "Sales Reports" page, you will see the "Choose Reports" drop-down selection.
  2. By clicking the drop-down selection, you will see different types of sales reports in alphabetical order.
  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.
  2. Bifurcate options for the Sales Report.
    1. Note: The custom filters and bifurcation options might vary as per the type of report selection.
  3. 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 that was inserted during the 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 that was sold within the specified date range.
  4. Total Retail: This represents the total retail amount for the sold quantity of the items.
  5. Avg Retail: This represents the average retail amount as per 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 of sold 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.
Note: The data in the sales report is generated based on the date range selection and the custom filters. It shows the data of the sales that occurred in your stores. The QOH represents the current stocks of each product.

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 check all the sales transactions for the specific item (product) as well.


                                                                                                                         Figure 3.2.1

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

                                                                                                              Figure 3.2.2


You need to understand the following details from the item-specific sales report:
  1. The Item Sales Report is filtered by the selected UPC/Item.
  2. 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.
  3. The grand totals that are 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 sale of the item. 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 main Item Sales Report.

4. Report Filter Options

Now, let's see the custom filter options to generate the Item Sales Report by setting up specific criteria.



                                                                                                                       Figure 4

4.1 Custom Filters for Items

Now, let's see how to filter the items to generate the desired Item Sales Report. You will see the "Filter Items" drop-down option, from which you can customize the item selection.



                                                                                                                     Figure 4.1.1

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


                                                                                                                 Figure 4.1.2

By clicking the "Manage" button, a "Manage Filters" window will pop up. You will see the following details (See Figure 4.1.3 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. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of the saved custom filters.
  3. You can see the UPC (items) list when the "UPC" tab is selected.
  4. You will find the checkbox along with all the records. You need to select the items from the list and move to the "Selected List" area on the right side.

                                                                                                                Figure 4.1.3


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



                                                                                                                         Figure 4.1.4

By clicking the "Move" button, the selected records will be moved to the "Selected List." So, the Item Sales Report will be generated with the selected records only.
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 4.1.5


Selected List: You will have one flag to decide whether you want to "include" or "exclude" the selected records when the Item Sales Report is generated.
  1. Include: If the flag is selected to "Include," it means the Item Sales Report will be generated by applying the selected records. See Figure 4.1.5 above.
  2. Exclude: If the flag is selected to "Exclude," it means the Item Sales Report will be generated but ignore the selected records. It will consider the selected records that need to be excluded to generate the sales report and consider the left-side records for reports.
    See     Figure 4.1.6 below.

                                                                                                                              Figure 4.1.6
When you need to avoid some of the records in the sales report that are not required, you can select those few records from the list (left side) and select "Exclude." So when the report is generated, you will not see statics of 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 4.1.7

4.1.1 Save Custom Filter

You can also save the configured custom filters for future use. By clicking the "Save Filters" button, a pop-up will appear 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 Sales Report.


                                                                                                                  Figure 4.1.1-1
Manage Filters:
You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see a listing of the saved custom filters in a pop-up.



                                                                                                                                Figure 4.1.1-2
- Select FIlter: You can select any filter from the list to generate the desired Item Sales Report. Select the filter from the list and then click on 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 by different grouping options.
You can check the data in the Item Sales Report by dividing the group as well. 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

When you generate the Item Sales Report, by default, it will be generated with the "Group By UPC" pre-selection. The report will show the UPC (item) wise sales data.


                                                                                                                              Figure 4.2.1

4.2.2 Group By Departments

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


                                                                                                                            Figure 4.2.2


4.2.3 Group By Category

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

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).
When you select "Group By Category," by default, Show All will be pre-selected.


                                                                                                                     Figure 4.2.3


You can check the item sales data in the report at the category level. You need to select the level from the "Category Depth" drop-down selection.


4.2.4 Group By Manufacturer

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

                                                                                                              Figure 4.2.4


Note: 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 get the additional two columns in the reports that show the sales transaction details of items. The "Location" column shows the store location name, and the "Timestamp" column shows the date & time when the sales transaction occurred.


                                                                                                           Figure 4.2.5

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 also manually enter the date as per 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:
Presets label is provided to select the specific duration/interval to generate the item sales data with that.

                                                                                                           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 it as shown in Figure 3.4.1.


                                                                                                             Figure 4.4.1


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


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


                                                                                                             Figure 4.4.2
After selecting the Location Group(s) and generating the report, you can see the department sales data grouping into Location Groups individually as well as combined with the selected groups.

4.5 Filter Locations & L. 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 4.5.1

By clicking that button (of filter location), a "Manage Filters" window will pop up. You will see the following details (See Figure 4.5.2 below): 

  1. You will see the two tabs: "Store" and "Location Group"
  2. You can select the saved custom filter from the drop-down selection. The "Manage Filters" button will open the list of the saved custom filters.
  3. You can see the list of stores (locations) along with the checkbox.

                                                                                                                        Figure 4.5.2

If there is a long list of stores, you can easily search by entering the name in the "Search" text box.
You need to select the specific stores by ticking the checkbox. Once you select the stores from the list, click on the green right-sided arrow ("Move" button) to move the store records to the "Selected List" area.
See Figure 4.5.3.



                                                                                                                        Figure 4.5.3

By clicking the "Move" button, the selected stores will be moved to the "Selected List," which means the Item Sales Report will consider the item sales data of the selected stores.


You can remove any store from the list by clicking the "Remove" (x) icon. If you want to remove the whole selection, click the "Clear Selection" button. See Figure 4.5.4 below.



                                                                                                                        Figure 4.5.4


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 4.5.5
You need to select the location group(s) from the list (left side) and move to the Selected List (right side). You can directly generate the report by clicking the "Apply" button, or you can 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 4.5.6 below.)



                                                                                                              Figure 4.5.6

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 4.5.7
Manage Filters:
You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see a listing of the saved custom filters in a pop-up.


                                                                                                              Figure 4.5.8

Select Filter: Select any filter from the list to generate the desired Item Sales Report. You must select the filter from the list and click on 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 the filters for locations (stores) and location groups, you can see the information about selected details by hovering the mouse cursor over the "Filter" button.


                                                                                                              Figure 4.5.9
In this way, you can check the items' sales data in the report by selecting a specific location (store)/location group.


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


4.6 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 applied discount percentage on the sold items. By clicking the "Discounted Filter" drop-down selection, you will see the "None" and "Percentage" options.


                                                                                                              Figure 4.6.1

By default, the "None" option will be pre-selected. To filter the records as per the applied discount percentage, select the "Percentage" option. When you select the Percentage option, you will see the Condition and Percentage value options to filter the sales reports.


                                                                                                              Figure 4.6.2

You will see three different conditions to filter the discounted data in the sales report and need to insert the specific percentage value.
> "percentage value": You will see the discounted data in the sales report that is greater than 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 4.6.3, the condition is set up: > 10% (greater than 10%). So, the sales data will appear when the discount value is greater than 10% in the sales transaction.


                                                                                                              Figure 4.6.3

4.7 Margin Type

When the items are sold with a low margin, it means a lower retail price than the cost, and the margin could be reflected as negative. You can check the positive or negative margin sales report using the Margin Type filter option.


                                                                                                           Figure 4.7.1


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 then click the "Generate Report" button.


                                                                                                           Figure 4.7.2
You will see the "$ Margin" and "% Mgn" with positive values only.

Negative Margin

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


                                                                                                           Figure 4.7.3

You will see the "$ Margin" and "% Mgn" with negative values only.



4.8 Add to Sales

You can decide whether the items should be added to sales or not at the department level. You will find one flag (set up) named "Add To Sales" under the Options tab of any department details page.
So, the Add to Sales filter in the report will help you see the items whether "Added to Sales" or "Not Added" to sales records in Item Sales Reports.


                                                                                                       Figure 4.8.1


By default, the "All Departments" filter will be pre-selected but you can change it as per need.



Only Add to Sales

If you want to check the items that departments are selected to "Add To Sales," you need to select the "Only Add to Sales" option from the drop-down selection. After selecting it, click the "Generate Report" button.


                                                                                                       Figure 4.8.2
You will see only those items from the departments in the report whose "Add To Sales" flag is enabled at the department level.

Not Added to Sales
If you want to check the items that departments are disabled in the "Add To Sales," you need to select "Not Added to Sales" from the drop-down selection. After selecting it, click the "Generate Report" button.


                                                                                                           Figure 4.8.3


You will see only those items from the departments in the report whose "Add To Sales" flag is disabled at the department level.

5. Bifurcate Options for Report (Enabling Checkboxes)

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



                                                                                                Figure 5

By enabling the checkboxes, you can bifurcate the report data accordingly. You can tick multiple checkboxes to check the Item Sales Report with multiple 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 then click the "Generate Report" button.


                                                                                                           Figure 5.1.1

You will see the Item Sales Report with the vendor part number for each item. The item not having the 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 are sold by the specific employee during the sales transaction, tick the "Group By Employee" checkbox and then click the "Generate" button.



                                                                                                           Figure 5.2.1
You will see the sales data employee-wise in the Item Sales Report. The items that are sold by the employee will be listed under that employee's name.

5.3 Group By Customer

Tick the "Group By Customer" checkbox to see the sales data customer-specific. After ticking the checkbox, 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 see the sales data with available stocks. After ticking the checkbox, click the "Generate Report" button to generate the report with QOH.


                                                                                                           Figure 5.4.1

The QOH column provides the latest quantity on hand for the items after the last sales transaction. The QOH values will vary as per the date range selection.

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.



                                                                                                           Figure 5.5.1

5.6 Show Cost Breaks

When you generate the Item Sales Report, you get the sales data for the "Total Cost" by calculating all the different item costs individually. Whatever the cost during sales, you get the total cost of the items in the report.


                                                                                                           Figure 5.6.1
If you want to check the items that are sold with different cost values, tick the "Show Cost Breaks" checkbox to break the item costs in the report.
By ticking "Show Cost Breaks" and then clicking the "Generate Report" button, you get the Item Sales Report with the cost breakdown.


                                                                                                           Figure 5.6.2
You can see the cost breaks for the "Black Big [CTN]" item, and similarly, for other items as well. In this way, you can check how many items are sold at the same 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.

                                                                                                           Figure 5.7.1
If you want to check the items that are sold with what retail price values, tick the "Show Price Breaks" checkbox to break the item price in the report.

By ticking "Show Price Breaks" and then clicking the "Generate Report" button, you will get the Item Sales Report with the price breakdown.

                                                                                                           Figure 5.7.2
You can see the price breaks for the "Black Big [CTN]" item and, similarly, for other items as well. In this way, you can check how many items are sold at the same retail price.
The Item Sales Report shows all the sold items, including parent (purchase units) and child (sub-units) separately.


                                                                                                           Figure 5.8.1

If you want the sales data by breaking down the child items into parent items, tick the "Rollup Links" checkbox and generate the report merging the child item sales data into parent items.


                                                                                                                 Figure 5.8.2

As per the above figure, the sales data of the child items will be converted and calculated into the parent items. The units will be calculated as per the "Child-Parent" quantity that is entered in the product details.


                                                                                                     Figure 5.8.3

As per the above figures 5.8.1, 5.8.2 & 5.8.3, the following calculation will be for converting (rolling up) Child into Parent items in the Item Sales Report:


Parent (Purchase Unit)Child (Sub-Units)
"Black Big [CTN]" sold individually [Carton]
96
-
"Black Big [CTN]" sold individually [Packs]-
375
Parent-Child Ratio [Carton: Packs]
1 Carton [Parent] = 
10 Packs [Child]
Enabling "Rollup Links" checkbox
Parent + [Tot. Sold Child Items / Ratio]


96 + [375/10]


133.5 items sold (converting child to parent)

So, when you want to check the sales data by breaking up (rolling up), tick the "Roll Up Links" checkbox to convert the child into parent quantities.

In this way, you can set up multiple custom filter options and enable bifurcation options [checkboxes] at the same time to get the required Item Sales Reports.

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