These screens allow you access to all your historical sales Data. You can view it in your web browser or have it sent to yourself or a colleague via email. You can select three formats, HTML, Tab and comma-delimited files. The former is for viewing via a web-browser, the later two for import into a Spreadsheet or Database program.
Types of Report
You can generate two types of report from the entry screen. The upper section gives you a summary and/or a list of sales which represent a 'slice' from your sales data, based on critera you set up. For example you can look at sales in terms of their geographical distribution, sales figures over time or by product. These reports are always done between the From and To dates that you set in the upper selection boxes.
The lower area on the entry screen allows you to search for a particular customer or order. Note that the default date range is the current month - to search for orders outside this period you need to alter the range in the accompanying date selector.
The reports you see have different formats depending how you have requested them. For example if you are doing a breakdown of sales by country, you will see bar charts and figures representing a summary of sales from each country. If you have select 'List All' or you are doing a search from the lower reports box, you will see all orders within your chosen date range listed in sequence, with no bar charts.
Summary reports, i.e. those which use bar charts, have a second drill-down option to turn a selected slice into a list report for just that 'bar'. This is available from the link at the end of each report row.
What The Reports Contain
Depending on activity in your store, and the type of report you are running, you will see, in various mixtures, Processed and Unprocesssed Orders, Refunds and Chargebacks. As a general rule, figures in black represent sales or money going into your account, those in red represent money taken from it. The exception here being chargebacks which have a black 'bar' and a figure that is not subtracted from the screen totals (these are a specialist type of refund and have already been taken out in the 'refunds' list). Where appropiate all figures are totalled in columns so you can check the total amounts represented by each activity in the report.
Not all things are shown on all screens. For example if you are doing a 'Closest Match' search on say, email address 'fred@' then you will see only sales, not refunds. It makes no sense to subtract a refund from firstname.lastname@example.org from a sale to email@example.com to achieve a meaningful total. If on the other hand you are doing an 'Exact' search on 'firstname.lastname@example.org' then you will see a total of all sales and refunds involving that one customer, which might be a useful thing to know.
In this respect the reports follow common-sense format. If information appears unclear or missing it is probably because you are using the wrong report for whatever it is you are trying to see. Hit the back button and check you have set the input up correctly.
Errors - if an order has failed processing you will see an [X] next to it, sometimes with an accompanying error code. The codes themselves are documented here.
Rules of Use
Each of these reports have an impact on a shared database with several thousand users. As a rule the wider you set your date ranges, or the looser you set your search criteria, the heavier the load on the system. This is particularly true with the 'List All' report which renders a lot of information to screen. If you have a lot of historical sales please be careful about attempting to drag of thousands of sales out at once unless you really need the information. Use the hits/screen option on a report to set the number of records that will be displayed at one time.
Note that for big reports the Tab-delimited or CSV reports have a lighter load than the HTML ones, and sending a report via email is also easier for the server than rendering it to screen.
CSV & Tab Reports
When running a Tab-Delimited or CSV report to screen, you will see the result
in your browser window. Note that this is not a true rendition of the data as
your browser will insert line breaks in the wrong places. Use the
'View>Source' option in your browser to see and copy the real data.
The abbreviations for these are as follows:
- F Fraud order - refunded by SWREG
- VF Fraud order - refunded by Vendor
- R SWREG refunded
- VR Vendor refunded
- CB Bank chargeback