Who is this for?
StoreHub merchants who want to access, understand, and customize various sales reports in their BackOffice to track business performance.
Overview
This comprehensive guide shows you how to view and customize all the different sales reports available in your StoreHub BackOffice. You'll learn how to find specific data like sales by product, payment method, employee, and more, helping you make informed decisions for your business.
Before You Begin
Access to your StoreHub BackOffice.
A computer or tablet with internet access.
Sales data recorded in your StoreHub POS system.
Step-by-Step Guide
The Sales Over Time report shows you the number of sales made over a period of time.
This report can show you your sales information over specific periods of time, by using the following filters: Daily, Weekly, Monthly, Hour of Day, and Day of Week.
Alternatively, you can select custom time frames in the top right section of the report.
Notes:
Cancelled transactions will not be included in the report.
Refunded transactions will be included in the report.
View Sales Over Time Report
The 'Sales Over Time' report helps you see your sales trends over different periods, like daily, weekly, or monthly. This is great for identifying peak hours or busy seasons.
1. In your BackOffice, go to 'Reports'.
2. The report will display your 'Sales Over Time' data.
3. You can adjust the time frame using filters like 'Daily', 'Weekly', 'Monthly', 'Hour of Day', or 'Day of Week'. You can also select a custom date range in the top right section.
Customize the Trend Chart in Sales Over Time Report
You can change what data is shown on the trend chart within the 'Sales Over Time' report.
1. In the 'Sales Over Time' report, look for the 'Y-Axis' dropdown menu.
2. Select any of the available options (e.g., 'Total Sales', 'Gross Profit', 'Total Transactions') to update the chart.
Create and Save Custom Filters for Reports
Custom filters allow you to narrow down your report data to see exactly what you need, such as sales from a specific store or by a particular employee. To see sales for 1 outlet in any report, click 'Filters', choose the store field and pick that outlet.
1. In any report, click on the 'Filters' button.
2. A filter panel will appear. Select the 'Field name' (e.g., 'Store', 'Employee'), choose 'Is' or 'Is Not', and then select the 'Field Value' (e.g., 'Store A', 'John Doe').
You can add more filters by clicking 'Add New Filter'.
Once you're happy with your selections, click 'Apply'.
3. To save your custom filter for future use, click the 'Save As' button on the right side of the page.
4. Give your filter a clear name (e.g., 'Store B Online TRX', 'Store A Employee John'), then click 'Save'.
Managing Saved Filters:
1. To delete a saved filter, choose the filter from the dropdown, then click the 'trash can' icon next to its name. Confirm your decision by clicking the red 'Delete' button in the pop-up.
2. To rename a saved filter, select the filter from the dropdown, click 'Rename', update the name, and then click 'Save'.
View Sales by Product Report
This report shows you which specific products were sold, their categories, total sales, discounts, and costs.
1. In your BackOffice, go to 'Reports'.
2. Click on 'Products'.
3. The 'Sales by Product' report will display a list of your products with their sales details.
View Sales by Product Category Report
The 'Sales by Product Category' report helps you understand the performance of different product groups, including details on discounts, returns, and costs for each category.
1. In your BackOffice, go to 'Reports'.
2. Click on 'Product Categories'.
3. The 'Sales by Product Category' report will show sales data grouped by your defined product categories.
View Sales by Variant Report
Use the 'Sales by Variant' report to see which specific product variants (like different sizes or colours of an item) and modifier options (like add-ons or toppings) sell best. This helps you decide what to stock up on. In BackOffice, the report shows 1 section for each option group, such as 'Size' or 'Toppings'.
Examples:
Retailers can find out what sizes sell the most or what colours are more popular.
F&B owners can find out which sides sell the most, if they have common sides across multiple dishes.
1. In your BackOffice, go to 'Reports'.
2. Click on 'Variants'.
Important: The 'Sales by Variant' report has no grand total. The same item shows in every group it belongs to, so adding groups together counts it more than once. For your totals, use the 'Sales by Product' report.
3. Choose your dates with the date range at the top right of the page. The report shows 1 section for each option group, and each section ends with a subtotal row.
4. Read the 'How to read this report' box at the top of the page. It explains what the counts and amounts in the report mean.
How to Read Sales by Variant Report
In the 'Sales by Variant' report, 'Item Value' is the value of the whole item, so 1 sale shows the same 'Item Value' in every group it belongs to. The list below covers how 1 Boba Milk Tea appears in the report.
Examples:
The Scenario:
Product: Boba Milk Tea (Base Price: RM 10)
Variant Group 1: Size (Options: Small / Large [+RM 5])
Variant Group 2: Milk (Options: Full Cream / Soy Milk)
The Transaction:
A customer buys 1 Boba Milk Tea (Small, Full Cream Milk).
Amount paid: RM 10.
How the RM 10 Boba Milk Tea appears in the report:
'Size' section: 'Small' shows 1 under 'Total Variant Options' and RM 10.00 under 'Item Value'.
'Milk' section: 'Full Cream Milk' shows 1 under 'Total Variant Options' and RM 10.00 under 'Item Value'.
RM 10.00 shows in both the 'Size' and 'Milk' sections because 'Item Value' is the value of the whole Boba Milk Tea. Your customer paid RM 10, not RM 20, so don't add the 'Size' and 'Milk' sections together.
If the customer picks 'Large' instead, the report shows RM 15.00 for both 'Large' and 'Full Cream Milk', not RM 5 for 'Large'. 'Item Value' is the whole drink, including the RM 5 for 'Large'. The report never shows what an option charged on its own.
The table below covers what each column in the 'Sales by Variant' report means, with old column names in brackets.
Report Column | Description |
Variant Group Name | The category of the variant (e.g., Size, Milk). |
Variant Options | The specific choice made (e.g., Small, Full Cream). |
Total Variant Options | The number of times this option was sold, minus returns. |
Item Value (previously 'Total Sales') | The value of the whole item this option was sold on, after itemized discounts, with tax. It excludes rounding and full-bill discounts. The same item shows the same 'Item Value' in every group it belongs to, so 'Item Value' can't be added across groups. |
Item Value Returned (previously 'Total Sales Returned') | The value of returned items, after itemized discounts. |
Total Discount | Itemized discounts given on products with this variant. (Excludes Full Bill Discount). |
Discount % | Calculated as Discount / Subtotal x 100%. |
Item Net Value (previously 'Item Net Sales') | The item's value after itemized discounts, without tax, minus returns. |
Average Cost | The average cost of 1 item sold. |
Average Item Net Value (previously 'Average Item Net Sales') | 'Item Net Value' divided by the number of transactions with this option, counting sales and returns. This is per transaction, not per item. |
Gross Profit | 'Item Net Value' minus the cost of the items sold. |
Gross Profit % | 'Gross Profit' as a percentage of 'Item Net Value'. |
The list below covers the subtotal row at the end of each section.
Each section ends with a subtotal row named after its group, such as 'Milk subtotal'.
When a subtotal row shows amounts, its count usually matches 'Total Items Sold' in the 'Sales by Product' report for the same products and dates.
In a group where customers can pick more than 1 option per item, like toppings, the subtotal row shows the count only. It carries the note 'Not added up: an item can carry several options in this group', and the count can be higher than the number of items sold.
Groups with the same name from different products show in 1 section. To see 1 product's groups on their own, filter by 'Product Name' (see FAQ 6).
Difference Between 'Sales by Product' & 'Sales by Variant' Reports
The table below covers how the 'Sales by Product' and 'Sales by Variant' reports count the same sale, and why their numbers can look different.
Sales Report Type | Description |
Sales by Product Report | Records the total sales for each distinct product sold (e.g., 1 Cup of Boba Tea). |
Sales by Variant Report | Shows each option group in its own section. That same 1 Cup of Boba Tea appears once under 'Size' and once under 'Milk', so the 'Sales by Variant' report has no grand total across groups. |
Compare 1 group at a time, not the whole report. Adding several groups together gives a number bigger than what your customers paid.
To check 1 group against the 'Sales by Product' report:
1. In both reports, choose the same dates.
2. In both reports, click 'Filters'.
3. Under 'Product Name', select the same product, then click 'Apply'.
4. In 'Sales by Variant', find a group whose subtotal row shows amounts. Its count usually matches 'Total Items Sold' in 'Sales by Product'.
The list below covers 2 reasons a group's count can differ from 'Total Items Sold' in 'Sales by Product'.
The group is optional. Sales where the customer didn't pick an option in that group aren't counted, so the count is lower.
The option has its own quantity. For example, 4 portions of fish on 1 set count as 4 here, but 'Sales by Product' counts 1 item.
If the numbers differ for another reason, contact StoreHub Support with the product name, the dates and both numbers.
View Sales by Product SKU Report
The 'Sales by Product SKU' report provides sales data specifically for your Stock Keeping Units (SKUs), including discounts, returns, and costs associated with each SKU.
Note:
Product SKU is NOT the SKU; and the Product SKU is a combination of your Product Name and variant (Not Modifier).
Example:
Product Name: Polo T Shirt
Variant colour: Green
Product SKU = Green Polo T Shirt
1. In your BackOffice, go to 'Reports'.
2. Click on 'SKUs'.
3. The 'Sales by Product SKU' report will display sales information for each of your product SKUs.
View Sales by Transaction Channel Report
The 'Sales by Transaction Channel' report helps you distinguish between sales made in-store ('Offline') and sales made through online channels like Beep Delivery ('Beep').
1. In your BackOffice, go to 'Reports'.
2. Click on 'Transaction Channel'.
3. The 'Sales by Transaction Channel' report will show sales data categorized by 'Offline' (in-store) and 'Beep' (online orders).
Notes:
Transaction channels will only appear in this report if they have been enabled for your store.
Cancelled & Refunded transactions will be included in the report.
View Sales by Payment Method Report
This report shows you the total sales amount and number of transactions made using different payment methods, including eWallets. This helps you understand customer payment preferences.
Note:
If you (as the merchant) have Beep, it will also show the different payment methods used by your customers in Beep.
'Offline' in this report is the transaction channel, not your internet connection. It means the payment was keyed in on the POS itself (for example Cash, or an eWallet or QR payment selected on the POS). Online orders such as Beep show under their own channel.
1. In your BackOffice, go to 'Reports'.
2. Click on 'Payment Method'.
3. The 'Sales by Payment Method' report will display sales and transaction counts for each payment type.
View Promotions Report
This report helps you track how well your promotions (POS & Beep) are working and calculate the cost of discounts given.
1. In your BackOffice, go to 'Reports'.
2. Click on 'Promotions'.
Important Note:
Only promotions created in the BackOffice will appear here.
Manual discounts (given at the register), Beep Cashback, Store Credits, and Gift Vouchers are NOT included in this report.
'Total Discount' figures are tax-exclusive.
How to Read 'Applied Times'
The 'Applied Times' column changes meaning depending on the promotion type:
Promotion Type | Description |
Percentage/Amount Off/Override Price | Shows the number of times the promotion was applied in transactions. |
Combo Set/Bundle | Shows how many combo sets were sold. |
Buy X Get Y Free | Shows how many free items were given out. |
View Sales by Employee Report
This report breaks down total sales and transactions made by each employee. It's useful for evaluating individual performance, calculating commissions, and identifying training needs.
1. In your BackOffice, go to 'Employees', then select 'Employee Performance'.
Alternatively, you can go to 'Offline Transactions', set your desired date range, and tick the 'Include Items' option before exporting the report to CSV for detailed analysis.
2. The 'Sales by Employee' page will show total sales achieved by all employees.
Notes:
If you see N/A in the Employee Name list, don't worry! This is normal.
This happens when you upload a CSV file to add many customers at once.
3. To view a detailed breakdown of products and quantities sold by a specific employee, click on their name.
Troubleshooting
Issue | Solution |
Report figures don't seem to match my expectations. |
|
In the Sales by Employee record, I see "N/A" instead of an Employee Name. |
|
FAQs
1. How do I view the Hourly, Daily, Weekly, or Monthly Sales Report?
In the 'Sales Over Time' report, click the 'View By' dropdown menu and select options such as 'Daily', 'Weekly', 'Monthly', and so on.
2. How do I view Sales by selected stores only?
There are two ways to do this in the 'Sales Over Time' report:
Filter: Click 'Filters', select 'Store Name', and choose the store(s) you want to see.
Group By: If you want to compare stores side-by-side, click 'Group By' and select 'Store Name'.
3. How do I view Average Gross Profit (GP%)?
There is no single button for this, but you can view it in two ways inside the 'Sales Over Time' report:
Chart: In the 'Y-Axis' dropdown, select 'Gross Profit %' to see the trend on the graph.
Table: Select a view interval (for example 'Daily' or 'Monthly') using the 'Group by' button. Then, look at the 'Gross Profit %' column in the table below the chart.
4. How do I filter Best Selling Products by Stores?
Go to the 'Sales by Product' report. Click 'Filters', select 'Store Name', and choose the specific store. The report will now list the best-selling items for that location.
5. How do I check the Total Items Sold for a specific period?
In the 'Sales by Product' or 'Sales by SKU' report, click the 'View By' button and select 'Daily', 'Weekly', or 'Monthly'. Then, look at the 'Total Items Sold' column in the table. To keep these figures in a file, click 'Download' on the 'Sales by Product' report after setting your period and choose 'CSV' or 'Excel'.
6. How do I view Sales by Variants for a specific product?
In the 'Sales by Variant' report, click 'Filters', select the product under 'Product Name', then click 'Apply'. The report then shows only that product's option groups. To see all products again, click 'Clear filters'.
7. Why don't my 'Sales by Variant' numbers match my other reports?
The 'Sales by Variant' report has no grand total, and the same item shows in every group it belongs to. Adding groups together gives more than your real sales, so use the 'Sales by Product' report for your totals. To check 1 group against it, see 'Difference Between 'Sales by Product' & 'Sales by Variant' Reports'.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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