Summary Sales Report

Summary Sales Report

Summary Sales Report Overview

Reports -> Sales Reports -> "Summary Sales Report"

As a sales manager or super-admin user, you need to keep an eye on the overall sales and earnings from different payment modes during the specific date range. This will help you create strategies and discounts to boost sales.
 
FTx Cloud POS provides the "Summary Sales Report" with gross and net sales and different payment mode data (tender details). You can check which store made the highest sales and had the highest customer count during the specific period. This report gives you the store-specific Summary Sales Report.

Department groups could be created only for reporting purposes to keep an eye on multiple departments' sales. If you have created and maintained the department groups properly, it is easy to get the sales data in summary for the different department groups.

In this technical document, you will see:

-How to get the Summary Sales Report
-Department groups and full Summary Sales Report
-Highest sales Summary Sales Report
-Specific day (date)-wise Summary Sales Report 

1. Reaching the Summary Sales Report

To reach the Summary Sales report, 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 Summary Sales
Figure 1.1 below shows how to choose "Summary Sales" in Sales Reports in the "Reports" module.


Figure 1.1

By clicking "Summary Sales," you will be redirected to the "Summary Sales" page with relevant filtering and sorting options.


Figure 1.2

You will see the Report Data is empty message initially. You need to select the date range to check the summarized sales data in the report.

2. Generating a Summary Sales Report

When you navigate to the "Summary Sales Report" page, you will see the options pre-selected by default. You can generate the summary sales report based on the two different report types: Dept Group Customized and Full Summary.


Figure 2.1

2.1 Dept Group Customized Report

The Department Group Customized report type is selected by default. You can generate a Summary Sales Report based on the department groups for different departments. 
By selecting Dept Group Customized and generating the report, you can see the overall summary of the sales for all the department groups, which means each item sold.


Figure 2.1.1

You will see the sales data for the Dept Group Customized report type in tabular format based on the date range and filter options:
Location: This column represents the different locations (stores) where the sales occurred.
Sales: This column represents the total sales amount at the locations.
Profit: This column represents the overall profit amount for the location.
Cash/Checks: This column shows the total amount paid in cash and checks. 
Credit Cards: This column represents the total amount paid by credit cards. 
MFG Coupons: This column represents the amount of the manufacturer coupons used during the payment.
Store Coupons: This column represents the value of store coupons used during the payment.
Misc Tender: This column represents the value of store coupons used during the payment.
Buydowns: This column represents the total of the buydown amount that is applied to the items during sales.
Customer Count: This column represents how many customers appeared for the checkout of their items.

2.1.1 Department Groups Selection

When you select the Dept Group Customized report type, you will get the Department Groups drop-down selection beside the Report Type. You can see the existing department groups in the drop-down selection that contains the relevant departments.


Figure 2.1.1.1

You can now generate the report for a specific department by checking the box next to any department in the list. 
By selecting the Dept Group(s) and generating the Summary Sales Report, you can see the selected department group in the tabular information in the last column.     

Figure 1.1.1.2                                                                                              
The overall sales summary is shown in the preceding columns, while the department-specific sales data is shown separately in the last column with the department name selected. If you select multiple department groups, the summarized sales data for the selected department groups will be displayed in the columns following the group name.           

  Figure 1.1.1.3                                                                                 
The Dept Group Customized report type will be helpful to check the sales data for the selected department group(s) by comparing the overall sales for the locations.

2.2 Full Summary

You can generate the full summary of the sales data between the specified dates in the report. The Full Summary sales report provides overall sales data for each item that is assigned to the different departments.

Figure 2.2.1

By selecting Full Summary from the report type, click on the "Generate Report" button to get the overall sales data, including gross and net sales, in the report. 


Figure 2.2.2

You will see the sales data for the Full Summary report type in tabular format based on the date range and default filter options:
Location: This column represents the different locations (stores) where the sales occurred.
Gross Sales: This column represents the location-specific total amount of the sales.
Discounts: This column represents the discounts that are applied to items belonging to the department during the transaction.
Adj Gross Sales: This column represents the adjusted gross sales value after deducting the discount value from the gross sales. [Adj Gross Sales = Gross Sales - Discount]
Taxes: This column represents the amount of the applicable tax on the items.
Adj Net Sales: This column displays the total of adjusted net sales excluding discounts and taxes. [Adj Net Sales = Gross Sales - Discount - Taxes]
Payout: This column represents the adjusted cost after deducting the buydown value from the total cost. [Adj Cost = Total Cost - Buydown]
The following five columns of information are the bifurcation of the Adj Net Sales:
Cash Tendered: This column represents the payment in cash.
Credt/Debit Tendered: This column represents the payments made with credit or debit cards. 
Coupons Tendered: This column represents the coupon amount (Manuf and Store) that is used during the payment.
Checks Tendered: This column represents the amount value that is paid through the checks. 
Customer Count: This represents the margin that gains or loses in percentage. % Margin will calculate the margin against the Total Retail in percentage. [% Mgn= ($ Margin*100) / Adj Retail]

2.2.1 Bifurcation Options for Full Summary

When you select the Full Summary report type, you will get the Group By Day report bifurcate (checkbox) option.

Figure 2.2.1.1

Group By Day

By ticking the Group By Day checkbox, the sales data will be summarized under the dates on which the sales occurred. It will show the store-specific summary of the sales based on the day (date).



  Figure 2.2.1.2

From Figure 2.2.1.2 above, you can see the summary of the sales data is arranged according to the specific day (date). You can then look at overall sales data for a specific date under the stores where the sales occurred.

After Midnight

By enabling the Group By Day option, you will get the After Midnight checkbox to check the sales summary that occurred after midnight (overnight). By ticking the After Midnight checkbox, you will see the Day Ends At drop-down. You can set up custom day timings by selecting the time from the drop-down menu. 



Figure 2.2.1.3

The After Midnight option depends on the date selection. Generally, the day (24 hrs) is counted from 00:00 to 23:59 (11:59 pm), but if you want to change the starting and ending time of the day to check the sales data for a different time interval, select the time from the list. By choosing the specific time, the 24 hours will be counted as per the selection of the time rather than the usual day timing, and you can see the summary sales data accordingly.
Group By Day and After Midnight (selecting a specific time) bifurcation options help to check the sales statistics from the summary sales data when the store was opened at midnight. So, the sales management team could plan the sales strategy for midnight sales in the stores and determine whether it is worth running the store at midnight or not based on the summary sales report. When the long holidays approach, the sales team typically operates the store after midnight to sell more items before the holidays so that people do not suffer during the holidays. 

3. Report Filter Options

Now, let's see how to set up the report filter options, such as sorting and filtering, to check the Summary Sales Report in a specific manner.

Figure 3.1
The following filter options are common for Dept Group Customized and Full Summary report types.

3.1 Sort By

You can sort the summary sales data as per the stores (Store #) or by the highest sales in ascending order (Highest Sales). The Store # (store no.) will be pre-selected by default.

 Figure 3.1.1
If you select Highest Sales, the summary sales data will show which store has made the most sales within the specific date range.


Figure 3.1.2
You can sort the stores by the highest sales in ascending order. You can view the highest sales for the customized department group as well as the Full Summary report type. 

3.2 Date Range & Preset

You can filter your sales data in the report between dates as well as specific times.
By clicking the edit box, you will be taken to a tiny calendar where you can select a specific date range. You can also enter the date manually in mm/dd/yyyy format.


Figure 3.2.1
If you want the summary sales data in the report with the specific time duration (until morning/evening), you can select the particular time (hour & minutes) from the date selection.

Presets
To generate the summary sales data, a preset label is provided to select the specific duration/interval. 

Figure 3.2.2

3.3 Include In Sales Reporting

Let's check the summary of sales data based on whether the department is Include in Sales Reporting or Not Include in Sales Reporting.
Include in Sales Reporting is a setup at the department level. You can disable that setup if you don't want to include the items from that department in the sales reports.

You will see the three options from the Include in Sales Reporting drop-down: All Departments | Only Include in Sales Reporting | Not Include in Sales Reporting. All Departments is pre-selected by default.


Figure 3.3.1
If you want to check the summary sales data of the departments that have the Include in Sales Reporting option enabled, select the Only Include in Sales Reporting option from the drop-down and generate the report. But if you want to check the summary sales data of the departments with the Include in Sales Reporting option disabled, select Include in Sales Reporting and generate the report.

Figure 3.3.2

3.4 Filter Store & L. Groups

To check the summary 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 3.4.1
By clicking that button, a Manage Filters window will pop up, from which you will see the following details:
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 saved custom filters.

Figure 3.4.2
3. You can see the list of stores (locations) along with the checkbox. If there are plenty of records, you can search the store by entering the text.
4. By ticking the checkbox, the store will be selected.
5. By clicking the Move button (green right arrow button), move the selected store record(s) to the right side under Selected List. 

You can see the selected store record in the Selected List section. It means that when you generate the report, you will only get the sales data for the department that is in the Selected List section.

Figure 3.4.3
You can remove the selected record by clicking the "Close" button. You can also remove all the selections from the list by clicking the "Clear Selection" button.
After selecting the store record(s), you can directly apply for the report by clicking the "Apply" button, or you can save it for future use.

Save and Manage Location Filters:
By clicking the "Save Filters" button, a pop-up will appear to allow you to enter the name of the location filter.

Figure 3.4.4
Enter the name of the custom filter and click the "OK" button to save it.

After saving the location filter, you can see:

1. Saved Filter: The saved custom filters will appear in the drop-down selection. You can select the required custom filter from the drop-down list for the report.
2. Manage Filters: You can check and manage the filters by clicking the "Manage Filters" button. By clicking on it, you will see the listing of the saved custom filters in a pop-up.

Figure 3.4.5

3. Select and delete the filter:
  1. Select Filter: Select any filter from the list to generate the desired report. Select the filter from the list, and then click on the "Select Filter" button.
  2. Delete: 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 Location Filter options (tabs) help customize the records to get only the location-specific data for the Summary Sales Report. 

Hence, you can set up multiple custom filters at the same time to get the summary sales data in the report.

4. 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 as per defined frequencies (Daily, Weekly, Bi-weekly, Monthly, Quarterly, etc.) 

Prerequisite: Please ensure you have configured a report. This means you have made the required selections for date ranges and filters. (You don't have to click "Generate Report" to schedule a report.)

You can schedule the configured report using the "Schedule Report" button highlighted in Figure 4.1.

Figure 4.1

4.1 Creating a New Scheduled Report

Please follow the steps below to schedule a new scheduled report.
  1. Configure a report as per your requirements using the filters explained in this article.
  2. Click the "Schedule Report" button highlighted in Figure 4.1. 
  3. The pop-up screen will appear as shown in Figure 4.1.1. Click on "Create New Scheduled Report."

Figure 4.1.1
  1. The Schedule Options pop-up screen will appear, as Figure 4.1.2 shows.

Figure 4.1.2
  1. Fill in the appropriate information in the fields:
    1. Name: Enter the name for your report.
    2. Section: For the Cloud POS, the Section will be POS by default. 
    3. Run Frequency: Select the run frequency (Daily, Weekly, Bi-weekly, Monthly, Quarterly, etc.) as per your requirements from the Run Frequency drop-down. 
    4. Start Time - End Time: These fields appear when the selected run frequency is Daily or Weekdays. Select the Start and End times to indicate the report's time range. When you select the other run frequencies, the below fields appear:  
      1. Run on: This field appears when the selected run frequency is Weekly, Bi-weekly, Monthly, Quarterly, and Yearly. Select the day on which you want the system to send the report by email.  
    5. Run Time: Select the time when you want the system to send the report by email.  
    6. Export Type: Select the report format, i.e., PDF, CSV, and Excel, from this Export Type drop-down. 
    7. Users: Select the users to whom you need to send the report.
    8. Email Addresses: Enter the selected user's email addresses. Please ensure that you write only one email address in one line. 
    9. White Background: Enable this toggle button if you want the report to have a white background. 
    10. Include Header: This toggle button will be enabled by default. Please turn it off to exclude the report's header from the report. 
    11. Print Title on Every Page: This toggle button will be enabled by default. Turn it off if you want to leave the report's header off some pages. 
  2. Click "Schedule Report."
  3. A success message will appear, and the system will send the scheduled report to the indicated email IDs.

4.2 Replacing an Existing Scheduled Report 

Please follow the steps below to replace a scheduled report: 
  1. Configure a report as per your requirements using the filters explained in this article.
  2. Click the "Schedule Report" button highlighted in Figure 4.1. 
  3. The pop-up screen will appear as shown in Figure 4.1.1. 
  4. Click "Replace Existing Report." The Select Scheduled Report pop-up screen will appear as shown in Figure 4.2.2.

Figure 4.2.2
  1. Click on the report name you need to replace and click "Apply."
  2. The report will open in the Edit mode. Make the required changes and click "Replace."
  3. A success message will appear, and the system will send the replaced report to the indicated email IDs. 

5. Printing/Exporting a Report 

You can print or export any report as per your requirements. When you use the Print function, the system will create and open the report's PDF file in a new tab. You can download the soft copy or print the paper copy as per your requirements.

Prerequisite: Please ensure you have configured a report. This means you have made the required selections for date ranges and filters. (You don't have to click "Generate Report" to print a report.)

Please follow the steps below to print a report:  
  1. Configure a report and click the "Print/Export Report" button highlighted in Figure 5.1.

Figure 5.1
  1. The Print Options pop-up screen will open as shown in Figure 5.2.

Figure 5.2
  1. Make appropriate selections:
    1. Select Print Option: Select any option: Print Current Page Only or Print All Pages. 
    2. Preview: Enable this toggle button to view the preview of the report before downloading the PDF.  
    3. White Background: Enable this toggle button if you want the report to have a white background.  
    4. Show Filters: Enable this toggle button if you want to view filters in the reports.
    5. Include Header: This toggle button will be enabled by default. Please turn it off to exclude the report's header from the report. 
    6. Print Title on Every Page: This toggle button will be enabled by default. Turn it off if you want to leave the report's header off some pages. 
    7. Send As Email: Enable this toggle button to send the report's PDF file to the email ID. The Email Address field will appear. Enter the email ID(s) and click "Send Email."

Figure 5.3
    1. Click "Start Print." 
    2. The report's PDF will open in a new tab. Download it using the Download icon, and print it using the Print icon.

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