Reports overview

Reports overview

Reports turn your sales, payments, stock and cash sessions into tables you can filter and export. This page covers what every report has in common. Each report has its own article.

Where to find reports

Open Analytics in the left menu. It lists nine reports:

• Sales report: sales, discounts, returns and margin. See Sales report.
• Inventory report and Stock movements report: what you hold and how it moved. See Inventory and stock movements reports.
• Payment report and Tax report: what customers paid with and the tax you collected. See Payment and tax reports.
• Register report: each register session, with cash counted against cash expected. See Register report.
• Product report and Customer report: best sellers, slow movers, and who buys. See Product and customer reports.
• Email report: delivery results for receipts and account email (covered below).

You need the View reports permission, and your plan must include reports. If your plan doesn’t, the pages show an upgrade prompt. See Your plan and what it includes. The register app has a smaller set of reports. See Reports on the register app.

The filter bar

Most reports share one filter bar at the top.

• Date range: pick a preset from the Choose a preset list, or pick the From and To dates yourself.
• Group by: how the rows are split, such as by day or by outlet. The choices differ for each report.
• Outlets: leave it on “All outlets” or pick one or more.
• Compare to: “No comparison”, “vs. previous period”, or “vs. same period last year”.
• Apply: nothing changes until you select Apply. The button stays off until you change something.

Reports open on yesterday, grouped by their first option, with no comparison.

Date presets

The presets are Today, Yesterday, Last 7 days, This week, Last week, This month, Last month, This quarter, Last quarter, This year and Last year.

• “This” presets run from the start of the period through today.
• “Last” presets cover the whole previous period.
• Weeks run Monday to Sunday. Quarters are calendar quarters (January to March, and so on).
• “Last 7 days” is today and the six days before it.

Today is your store’s date, in your store’s time zone, not your browser’s. The longest range a report accepts is about five years.

How reports count

• Each sale counts on the day it was completed, in the local time of the outlet that sold it. A sale that closes at 11:50 PM counts on that day, even if you look at it after midnight.
• A refund is its own transaction. It counts on the day you make the refund, not on the day of the original sale. The original sale keeps its full value on its own day.
• Voided sales aren’t counted.
• Sales figures are before tax. Tax has its own report.
• Refunds and shortfalls show as negative amounts.

If a removed outlet, register, user or product still has history, its name shows with “(deleted)” after it, so old sales still add up.

Fresh data

Sales, payment, tax, product, customer and stock-movement reports show Last sync and Last sale at the top right. Last sync is when the report was last updated. Last sale is the most recent completed sale it includes. The numbers refresh about every 15 minutes, so a sale you just rang up can take up to 15 minutes to appear.

The Inventory report is a live snapshot. It shows “As of” and a time instead. The Register report reads sessions directly and shows no sync label.

Reading and sorting tables

• Select a column heading to sort. The first select sorts high to low, the second low to high, and the third goes back to the report’s own order.
• A row with a chevron expands to show detail, such as a register session or a tax split.
• Rows with no activity are grayed out.
• A totals row sits at the bottom. It’s the sum of the rows, so it ignores your sort. The Sales report hides it when there’s only one row, since it would repeat that row.
• Percentages that can’t be worked out show a dash, for example a margin when net sales are zero.
• Long tables are paged. The Product and Inventory reports show 25, 50 or 100 rows a page.
• A heading with a dotted underline explains the figure when you select it.

Cards at the top show the main totals. When you pick a comparison, each card also shows the percent change and what it’s compared to.

Export to CSV

Most reports have an Export CSV button above the table. It saves what you see: the same columns, the date range and filters in a few lines at the top, and a Total row. Money is a plain number like 1234.50, with no dollar sign, so a spreadsheet can add it up. The file opens in Excel with accents and dashes intact.

Things to know:

• The button is off while the report loads or when there’s nothing to export.
• Rows come out in the report’s own order, not the order you sorted on screen.
• Comparison changes shown under figures aren’t in the file.
• The Customer report exports as a background job. See Product and customer reports.
• The Stock movements report has an Export menu with two files. See Inventory and stock movements reports.

Email report

Email report shows how your store’s email was delivered. It has its own From and To dates (yesterday by default) and a Category list: “All email”, “Receipts”, “Account” and “Marketing”.

Four cards lead the page: Sent, Delivered, Bounce rate and Complaint rate. A rate shows a dash until there’s something to measure. Under the cards, a table lists one row per day with Sent, Delivered, Bounced, Complaints, Blocked and Bounce rate.

Blocked counts messages that were not sent because the address had bounced before or had reported mail as spam. When there are any, a “Blocked before sending” notice says so. Keep bounce and complaint rates low, because sending to bad addresses hurts delivery for everyone.

When numbers look wrong

1. Check the filters. Select Apply after changing anything, then check the dates and outlets.
2. Check the day. Late-night sales count on the day they closed in the outlet’s time, and refunds count on the refund day.
3. Wait a few minutes if a very recent sale is missing, then check Last sale.
4. Compare like with like. A sale’s total on a receipt includes tax. Reports show sales before tax.
5. Look for “(deleted)” if a name you don’t recognize appears.

If a number still looks wrong, contact support@getolet.com with the report, the date range and the figure you expected.