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.
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 colors of an item) sell best. This helps you decide what to stock up on.
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'.
3. The 'Sales by Variant' report will show a breakdown of sales for each product variant.
Note:
The 'Sales by Variant' report tracks the overall number of variants sold, not the total sales for each product. Therefore, when comparing total sales amounts between 'Sales by Variant' and other reports like 'Sales by Product' or 'Sales by Category', the figures may not match exactly.
How to Read Sales by Variant Report
To understand this report, let's look at a real-world example:
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).
Total Sales: RM 10.
How this appears in the report:
Report Column | Description |
Variant Group Name | The category of the variant (e.g., Size, Milk). |
Variants Options | The specific choice made (e.g., Small, Full Cream). |
Total Variant Options | The total number of times this specific option appeared in transactions. (Note: This is not always the same as the quantity of items sold). |
Total Sales | The sales value generated when this variant was selected. (Includes Itemized Discount & Tax; excludes Rounding & Full Bill Discount). |
Total Sale Returned | The value of returns associated with this variant. |
Total Discount | Itemized discounts given on products with this variant. (Excludes Full Bill Discount). |
Discount % | Calculated as Discount / Subtotal x 100%. |
Difference Between 'Sales by Product' & 'Sales by Variant' Reports
It is important to understand why the numbers in these two reports might 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 | Tracks the total number of variant options selected. Since a single product can have multiple variants (e.g., that same 1 Cup of Boba Tea has both a "Size" variant AND a "Milk" variant), the total count of variants will be higher than the product count. |
Key Takeaway:
When comparing total sales amounts between the 'Sales by Variant' report and other reports (like Sales by Product or Sales by Category), the figures may not match exactly. This is expected behavior due to how variants are counted.
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.
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 'Sold 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.
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. |
|
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 'GP% (Gross Profit Percentage)' to see the trend on the graph.
Table: Select a view interval (e.g., 'Daily' or 'Monthly') using the 'View By' button. Then, look at the 'GP%' 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.
6. How do I view Sales by Variants for a specific product?
Currently, you cannot filter for specific product variants inside the main reports. You must use this workaround:
a. Go to 'Transactions' > 'All Transactions'.
b. Filter by 'Date' and 'Store' as needed.
c. Click 'Export to CSV' and tick the 'Sold Items' box.
d. Open the downloaded CSV file and manually filter the rows to see the specific product variants you need.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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