The Sales by Category Report tells you how much revenue is being generated for each product category (e.g., "clothing" and "music") and service category (e.g., "retreats" and "classes.") It’s a super handy way of seeing which revenue categories are generating the most money for your business.
Note: This report can be generated in either accrual basis or cash basis. The first time you run this report, it will default to accrual basis. If you change this, the report will remember what basis you used last time, and choose that basis as its default. 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 that prepaid gift card purchases appear above in the non-deposits section.
- Report's location
- Where to set up product and service categories
- Define your data
- Analyze your data
- Permissions that control access to this report
Go to the Reports tab and choose Sales from the tabs on the left. To narrow the list, select General Sales from the filters then click Sales by Category to open the report. You can always use the search bar at the top right to search for Sales by Category by name, and if it’s a report you use often, then consider making it one of your favorites.
- Log in as the owner.
- Go to the Home tab and select Manager Tools from the submenu.
- Choose Settings at the top right and click on Revenue Categories under Retail Settings.
To establish a second level of revenue categorization products, enable Use Secondary Categories in your General Setup & Options screen.
- Go to the Home tab and select Manager Tools from the submenu.
- Click Settings in the upper-right corner, and select General Setup & Options under General Settings.
- Expand the Retail Settings section.
- Check the box to enable Use Secondary Categories and click Update.
- Start and End dates - To manually change the report's start and end date, you can type the date(s) in, or click on Quick Dates to choose from Calendar Months, To Date, and Rolling Averages.
- Compare to Previous - Select the month or year radio button to compare the report’s results to the previous month or year for the same dates. If the original dates were 5/1/2011 - 5/10/2011, then the previous month would measure 4/1/2011 - 4/10/2011, and the previous year would measure 5/1/2010 - 5/10/2010. This is an incredibly fast and powerful way to find out if you're doing better in sales than you did a month or year ago. Also, the report’s results provide a change in percent between the two sets of dates.
You can narrow the report's results by modifying the following fields:
- Show Tagged Clients Only - If you previously tagged a list of clients in the system, then checking this box will display only those clients. Click here to learn more about tagging.
- Sale Location - You can use this multi-select list to filter by multiple business locations or find sales from your Online Store. By default, the filter is set to All Locations.
- Client Home Studio - If you manage several locations with MINDBODY, then you can filter out clients based on their home location (set inside each client's Profile screen). This is incredibly helpful 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 - Use the multi-select list to select which payment method(s) you want to report on. Payment method refers to the method that was used when the item was purchased on the Retail Point-of-Sale screen.
- Entered By - You can run the report by employee to see how many sales each employee made and for how much. Choose the employee name from the drop-down list and click Generate. Filtering this sales report by employee name requires that you assign each employee their own log in and that they use it every time they make a sale.
- Sales Rep - You can run the report by sales rep to see how many sales each rep made and for how much. Choose the sales rep's name from the drop-down menu and click Go. Filtering this sales report by rep requires that you assign each rep their own login and that they use it every time they make a sale.
- Autopays - You can control whether or not the report considers autopays. Choose Include Autopays, Exclude Autopays, or Autopays Only from the drop-down menu.
You can further narrow the report's results by modifying the following fields:
- 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.
- Select More to access the Accrual & cash combined filter. If you choose this filter, then the report will display all sales, including purchases of account payment items that were made using a non-cash equivalent (e.g., trade) payment method.
- Show Subcategories (products) - Checking this box displays revenue subcategories for products.
- Show Secondary (2nd) Categories (services) - Checking this box displays secondary revenue categories for services. To enable secondary categories, go to Toolbox => Setup => Options => General Setup & Options => Retail Settings => Use Secondary Categories.
- Show Discounting Detail - The report will generate information about discounts that you have given clients. Note: The report does not generate discounting detail when using the “Compare to Previous” feature mentioned above.
- Go!: This will make the report magically appear based on the filters that you set. If you click Generate and nothing happens, then your instructors have not completed any appointments between the Start Date and End Date filters.
- 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 to Dashboard: Click here to learn about using the Save to Dashboard Feature.
- 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 Constant Contact, give the contact list a unique name, and click Export. You can find this newly-created list in your Constant Contact account.
The results of this report are divided into products and services. If you are using the Compare to Previous feature, the results will be divided in to two sections. The start/end date results will be on the left, and the previous dates, which you are using for comparison, will be on the right.
- Category - The revenue category for the product or service.
- Subcategory - The subcategory for the product. (Services do not have subcategories.)
- 2nd Category - The secondary category for the service. (Products do not have secondary categories.)
- Subtotal - The item’s total, before discounts and/or tax were applied.
- Tax - The tax that was applied to the item’s subtotal.
- Sales Total - The item’s total once discounts and/or tax were applied.
- Percent of Revenue - The percentage of total revenue (for the selected date range) that the category made up.
- Percent Change - This calculates the category’s change over time when using the Compare to Previous feature. Percent change is calculated as follows:
(Sales total for start and end dates - Sales total for previous dates) / Sales total for previous dates = Percent of change
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
- Ability to View All Clients (Note: If this permission is disabled, your Staff will be unable to filter the report by Sales Rep; however, they do have the ability to generate the report.)
To grant or restrict access to this report, just hit the Home tab and select Staff from the submenu. Choose Tools at the top right and click on Staff Permissions.
- Select an Access Privilege Group from the drop-down menu.
- Click on Report Permissions to display the list of permissions.
- Check/uncheck the box for the Sales/Sales by Category/Sales by Services permission.
- Click Update.
- Next, click on Sales Team Management Permissions.
- Check/uncheck the box for the Ability to view all clients permission.
- Click Update.
- Want to watch the tutorial? View it here:
- Click here to learn about report icons and date filters.
- Learn more about how to use this report to help you track your revenue over time, compare revenue from the same month from the previous year, and more.