Sales Report

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SUMMARY

The Sales Report allows you to track sales revenue with specificity.

With this report you can:

  • View how much each employee, category, or location has sold.
  • Generate sale information about your products or services.

INDEX


CONTENT

Sales Report location

  1. Go to the Reports tab and choose Sales from the tabs on the left.
  2. To narrow the list, select General Sales from the filters, and then click Sales to open the report.

Note: You can always use the search bar at the top right to search for Sales by name.
If it’s a report you use often, then consider making it one of your favorites.

Sales_GeneralSales.png

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How to generate the report

1. Dates

To select a date range, type the dates in, OR click on one of the Quick Dates to choose from Calendar Months, To Date, and Rolling Averages.

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2. Filters

You can narrow the report's results by modifying the following fields:

  • Show Tagged Clients Only: Checking this box will display only previously tagged clients.
  • Sale Location: Filter the report by multiple business locations or your online store. All Locations is the default setting.
  • Client Home Studio: This is for multi-location and datashare businesses who would like to filter the client sales list by which location the client visits most. If you manage several locations with MINDBODY, then you can filter out clients based on their home location. Note: If your MINDBODY site has one online store, but several locations, you can filter online store sales based on which location each client considers his or her home.
  • Payment Method: Choose which payment method(s) you want to report on (i.e. cash, VISA, AMEX, Check, etc.).
  • Revenue Category: Choose a revenue category from the multi-select filter. By default, only those categories with sales during the selected date range will appear on the drop-down list. If no sales were made for the category, then the category will not be listed.
  • Entered By: To see how many sales each employee made and for how much, choose the employee name from the drop-down list. Note: Filtering this sales report by employee name requires that you assign each employee their own login, and that they log in with their credentials every time they make a sale.
  • Sales Rep: To see how many sales each rep made and for how much, choose the sales rep's name from the dropdown menu. Note: Filtering the sales report by rep requires that each rep sign in with their login each time they make a sale.
  • Autopays: Choose Include Autopays, Exclude Autopays, or View Only Autopays from the drop-down menu.

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3. Options

You can further narrow the report's results by modifying the following fields:

  • View: By default, the report is generated in detail view, which shows the client name and item purchased. If you choose summary view, the report lists only the total amounts for cash, checks, credit cards, and Misc (i.e., miscellaneous). Note: Combined autopay sales will be displayed with a single sale ID with each transaction separated into its own line item.
  • Accounting Basis: This report can be generated in accrual basis, cash basis, or accrual & cash combined. The first time you run this report, it will default to Accrual Basis. If you change this, then the report will remember what basis you used last time, and choose this basis as its default.
    • Accrual Transactions are any transactions that do not have an actual cash value. These payment options include Account Credit, Miscellaneous Payment Method, or any payment method where your clients are not actually paying in cash, credit card or check.
    • Select More to access the Accrual & cash combined filter to display all sales, including purchases of account payment items that were made using a non-cash equivalent (e.g., trade) payment method.
  • Show Supplier Name: Checking this box will list the supplier name next to all sales.

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4. Generate

  • Click GO!

This will generate the report based on the filters that you set. Note: If you click Go! and nothing happens, then your staff members have not completed any appointments between the Start Date and End Date filters, or no sales have been made during that date range.

Additional options

After the Sales Report has been generated with the information required, additional options are available under the fourth filter, Generate, to keep records of the information or save the information and continue to use the data in other reports by means of "tagging."

Print, export, or save

  • Print This Report: This will open your computer's print menu so that you can print the report.
  • Export to Excel: This will generate a spreadsheet containing the report's data in Microsoft Excel. To learn about exporting reports to Excel, click here.
  • Export to PDF: This will format the report’s results into a PDF file that can be saved to your computer. Printing directly from a PDF may solve formatting issues that arise when trying to print reports directly from an internet browser.
  • Save This Report: Click here to learn about using the Save This Report feature.

Tag and use data for other reports

  • Tag Add: Adds the list of clients displayed to the list of clients you have tagged in the past. Click here to learn about tagging clients.
  • Tag New: This deletes the old list of tagged clients (it doesn't actually delete the clients, just the list), then it adds everyone displayed to a new list of tagged clients. It's the closest thing we have to starting with a new list of tagged clients. Click here to learn about tagging clients.
  • Untag clients: This will remove any clients generated by the report from the tagged list. Click here to learn about tagging clients.
  • Constant Contact: You can use this feature to convert the report’s results into a new contact list in Constant Contact. Simply click the Constant Contact icon, give the contact list a unique name, and click Export. You can find this newly created list in your Constant Contact account.

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Understanding the results

This section defines most of the terminology you will find once you have run your Sales Report, and describes both ways to view the report: Detail View and Summary View.

 

Detail view

The Detail View of the Sales Report is an in-depth view of each transaction coming through the business in the given date range. Detail View is great to use if you want to see an itemized list of what was sold, who bought it, and when, and additional information, which is defined below.

It's important to note: When generated in Detail View, each sale item is categorized under the payment method that was used to pay for it. If one item was paid for with two or more payment methods (a split payment), then the item will show up multiple times on this report (once for each payment method used).

  • For example, if I pay for a $10 class with $2 cash and $8 check, then $2 will show in the Paid column under the Cash section, and $8 will show in the Paid column under the Check section.

Term Definitions:

  • Sale date: The date of the sale.
  • Client: The client associated with this particular transaction. Click on the name of the client, and you'll be directed to the client’s Home screen.
  • Sale ID: The sale ID number associated with this particular item. Click on the sale ID, and you'll be directed to the Manage Sales screen, which has detailed information about all the items included in this sale.
  • Item name: The name of the item sold.
  • Location: The location at which the transaction took place.
  • Supplier: If the item is a product, this lists the product’s supplier. To learn more about product suppliers, click here.
  • Notes: Any sale notes that were entered in the Retail screen when this item was sold.
  • Color: The color of the item sold, if applicable.
  • Size: The size of the item sold, if applicable.
  • Price: The price of the item sold.
  • Quantity: The quantity sold of that particular item. Note: Negative numbers indicate returned items.
  • Subtotal: The item’s total, before discounts and/or tax was applied.
  • Discount %: The percent discount that was applied to the item’s subtotal.
  • Discount amount: The discount amount, in dollars, that was applied to the item’s subtotal.
  • Tax: The tax that was applied to the item’s subtotal.
  • Item Total: The item’s total, once discounts and/or tax was applied.
  • Total paid w/payment method: The amount of the payment method (cash, credit card, check, etc.) that was used to pay for the item.
  • Deposits section: If you choose to run the report in cash basis, then you will notice a Deposits section at the bottom. This section displays the original price, remaining balance of payments to account, assignable gift cards. Note: Prepaid gift card purchases appear above in the non-deposits section.

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Summary view

Summary View is a snapshot of how much revenue the business has brought in over a period time. It's great to use if quick sums of totals are needed.

Term Definitions:

  • Sale date: The date on which the sale was made.
  • Tickets sold: The amount of tickets (individual sale IDs) that were sold on the sale date.
  • Cash: Total amount of sales made using the cash payment method at the Retail screen.
  • Check: Total amount of sales made using the check payment method at the Retail screen.
  • Credit Card: Total amount of sales made using credit card payment methods at the Retail screen.
  • Miscellaneous (Misc.): Total amount of sales made using the Other payment method (generally purchases on account), as well as non-cash equivalent payment methods that allow for sales with value greater than $0.
  • Total: The total amount of sales that were made on the sale date, including all payment methods that were used.
  • Deposits Section: If you choose to run the report in cash basis, then you will notice a Deposits section at the bottom. This section displays the original price and remaining balance of payments to account and assignable gift cards. Note: Prepaid gift card purchases appear above in the non-deposits section.

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Staff permissions that control access to this report

To view and run this report, the following permission must be enabled for you or your staff's login group: Sales/Sales by Category/Sales by Services


To grant access to this report:

  1. Go to the Home tab and select Staff from the submenu.
  2. Choose Tools at the top right and click on Staff Permissions.
  3. Select a permission group from the drop-down menu.
  4. Click on Report Permissions.
  5. Check the box for the Sales/Sales by Category/Sales by Services permission.
  6. Now click into the Sales Team Management Section.
  7. Make sure the box next to Ability to view all Clients is checked
  8. Click Update.

Note: If you want your staff to further look into client's Account Details and their purchase history, you can check the box under Client Permissions called, View client account/purchase history. But it is not necessary to give access to this report.

Staff_Permissions_in_Tools.png

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ADDITIONAL RESOURCES

 

 









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