Who is this for?
StoreHub merchants who want to learn how to navigate, filter, and understand the various reports available in their BackOffice to make informed business decisions, and merchants whose report will not download, show a 'Bad Request' page, or load very slowly.
Overview
This guide shows you how to access your StoreHub reports, understand the data presented, use powerful filtering and grouping options to customize your views, and export reports for your records. Mastering these features will help you track your sales, manage inventory, and understand your business performance better. It also covers what to do when a report is not downloaded, when your export fails or shows a 'Bad Request' page, and when a report loads very slowly or times out.
Before You Begin
Access to your StoreHub BackOffice.
A stable internet connection.
Permission to view Reports. If you're on a staff account and don't see the 'Reports' menu, ask your account admin to enable report access under 'Employees'.
An up to date web browser on a computer.
Access to the email address you use to log in to BackOffice. Exports from the 'Offline Transactions', 'Products', and 'Customers' pages are sent there when they hold a lot of records.
Step-by-Step Guide
Locate Your Reports in BackOffice
These steps cover reports in the 'Reports' menu. A few reports live in other menus.
Employee Performance under 'Employees', and Stock Value / Stock Loss under 'Stock Management'. For the full list and where each one lives, see the Reports Overview.
If you are not sure which report holds the numbers you need, see Which Report Shows What.
1. Log in to your StoreHub BackOffice.
2. On the left-hand side menu, click on 'Reports'.
3. You will see a list of available reports. Click on the specific report you wish to view (e.g., 'Sales Over Time', 'Product', 'Tax Report', 'Shifts').
Understand Report Calculations with Tooltips
StoreHub reports provide helpful tooltips to explain how key figures are calculated. This ensures you always understand the numbers you're seeing.
1. On any report page, look for a question mark icon ('?') next to titles like 'Total Sales' or 'Total Transactions'.
2. Hover your mouse over the '?' icon to see a pop-up explanation of how that specific value is calculated.
Customize Your Reports with Filters and Grouping
You can adjust how your report data is displayed using the 'Date Picker', 'Filters', and 'Group By' options.
Adjust the Date Range
1. All sales reports can be filtered by date. By default, reports often show 'Month to Date'.
2. To change the date range, click on the dates displayed at the top right of the report.
3. You can select a predefined period (e.g., 'Today', 'Last 7 Days', 'Last Month') or choose 'Custom dates' to pick your own start and end dates.
Note:
A long date range has a lot of data to add up, so the report takes longer to appear. Ranges that cover about 10 to 12 months or more are the ones that have timed out for merchants. If your report will not finish loading, see 'Fix a Report That Loads Very Slowly or Times Out' below.
Apply Filters to Refine Data
Filters help you narrow down the report data to see only what's relevant to you. Each report has a predefined list of attributes you can filter by.
1. On the report page, click the 'Filters' button.
2. A 'Filters' pop-up will appear.
3. Select a 'Field name' (e.g., 'Store Name', 'Product Category', 'Payment Method').
4. Choose a 'Condition' (e.g., 'is', 'is not').
5. Enter or select the 'Field Value' you want to filter by (e.g., 'Main Street Store', 'Beverages', 'Cash').
6. You can add more than one filter to the same report. Click 'Apply' to see the updated report.
Notes:
The available 'Field names' and 'Field Values' will vary depending on the specific report you are viewing.
Applying too many filters might result in no data if no transactions match all conditions.
Filter by Order Type (Takeaway or Dine In) Offline Channel only
If you run an F&B business and manually enter sales at the POS register, you can now split orders between dine-in and takeaway.
Note:
Only manually entered POS sales will appear under the Order Type filter in Sales Over Time report.
'Order Type' only appears if takeaway is turned on for your account. To check, go to 'Settings', then 'Account', then the 'F&B' (Food and Beverage) section, then look for 'Takeaway' and make sure 'Enable Takeaway' is set to 'Yes'. For more on takeaway on POS, see How to Apply Discounts and Takeaway on POS.
1. On the report page, click the 'Filters' button.
2. Click 'Filters'.
3. Select 'Order Type' as the 'Field name'.
4. Select 'Takeaway' or 'Dine In' as the 'Field Value', then click 'Apply'.
Note:
It is only applicable for offline channel. To see takeaway and dine in order by order, go to 'Offline Transactions' and look at the 'Order Type' column, which sits after the 'Transaction Type' column. That column is also included in the CSV export from that page.
To view Dine-In and Takeaway breakdowns for QR Order & Pay, go to Online Order and export your transaction data. Open the downloaded file and filter the 'Shipping Type' to view either Dine-In or Takeaway.
Save a Custom Filter
1. After applying your desired filters, look for a 'Save as' button.
2. Click 'Save Filter' and give your filter combination a memorable name.
3. The next time you access the report, you can quickly select your saved filter from a dropdown menu.
Group Data for Different Views
Grouping allows you to organize report data by different variables, giving you various perspectives on your business performance.
1. On the report page, click the 'Group by' dropdown.
2. A 'Group by' dropdown will appear. Select a 'Variable' to group your data by (e.g., 'Store Name', 'Time variable (Daily, Weekly, Monthly, Hour of Day or Day of Week)').
3. You can apply more than one grouping variable. For example, you could group by 'Store Name' and then by 'Time Variable'.
Notes:
The available 'Variables' for grouping will depend on the specific report you are viewing.
Grouping helps you see trends and comparisons across different categories.
Export Your Reports
You can download your reports as a CSV or Excel file for offline analysis, record-keeping, or sharing.
1. After setting your desired date range, filters, and grouping, click the 'Download' button, located at the top right of the report page.
2. The report data will be downloaded to your computer in a spreadsheet format (CSV or Excel), which you can open with programs like Microsoft Excel or Google Sheets.
Note:
Reports download as CSV or Excel files. PDF is not available. If you need a PDF, open the downloaded file in Excel or Google Sheets and save it as a PDF from there.
Fix a Report That Will Not Download
Use these steps when the 'Download' button does nothing and when your export fails. Work through them in order and try the download again after each one.
1. Wait for the report to finish loading on screen, then click 'Download' again.
2. Check your internet connection, then run the export again.
3. Clear your browser cache (the temporary copies of pages and images your browser keeps), close the browser, open it again, log in to BackOffice, and run the export again.
4. Try a different browser, for example Microsoft Edge or Mozilla Firefox, or try a different computer.
5. Make sure your browser is up to date, then run the export again.
6. Try a smaller date range.
7. If none of these work, contact StoreHub Support via Live Chat. Tell them the report or page you exported from, the date range and filters you used, whether the file downloads straight away or an error appears on the screen. A screenshot of what you see helps.
Fix a Report That Loads Very Slowly or Times Out
A report that covers a very long date range has a lot of data to add up, so it can take a long time to appear. You may see a message like 'Failed to load data: The upstream server is timing out', or a timeout error page. Both mean the same thing: the report took too long to finish, so the page stopped waiting for it.
1. Reload the page and try once more.
2. Split a long date range into shorter ones. To cover a full year, run the report one month at a time (for example 1 January to 31 January, then 1 February to 28 February), and download each month separately.
3. Try again at a quieter time of day.
4. If the report still will not load after several tries, contact StoreHub Support via Live Chat. Tell them the report name, the exact date range, and the filters you selected, so the team can check it for your account.
Troubleshooting
Problem | Solution |
Report shows less data than you expect | Check your date range and 'Filters'. The most common cause is a date range or filter that excludes your sales. Also make sure your POS transactions have synced. (If 2 reports don't match, see How to Understand Differences in Sales Reports.) |
Your filtered report shows no data at all | You may have applied filters that no transaction matches. Remove some filters or widen the date range, then click 'Apply' again. |
The 'Z-Reading Report' shows 'No data available in table' | The 'Z-Reading Report' (for stores in the Philippines) sits under 'Reports', then 'BIR', and it lists shifts that have already been closed on the POS. Check that your date range covers the days you want, that the shift was closed on the POS, because a recent day may not be included yet. |
The 'Download' button is greyed out or won't start | Wait for the report to finish loading and check there is data in your selected date range. If it still won't download, try a smaller date range or a different browser. |
Your downloaded file is empty or missing rows | Your filters or date range may have excluded the data. Clear your filters, set the date range you need, and download again. |
I can't find a report in the 'Reports' menu | Some reports live elsewhere. Employee Performance under 'Employees', Stock Value / Stock Loss under 'Stock Management'. If you're on a staff account you may not have permission to see it, ask your account admin to check your role under 'Employees'. |
The download link in my export email opens a 'Bad Request' page for BIR Sales Summary Report. | Go back to the email and click the link again. If it still fails, clear your browser cache or open the link in a different browser, then run the export again in BackOffice so a fresh file is sent. |
My report will not load, or shows 'Failed to load data' or a timeout error | Your date range is most likely too long. Reload and try once more, then split the range into shorter periods, for example one month at a time, and download each part. |
My date range changes by itself when I switch to another report | Check the dates at the top right each time you open a different report, set the range you need again, then click 'Apply' before you read or download the numbers. |
My export email never arrived for BIR Sales Summary Report. | An emailed export can take up to 10 minutes. It goes to the email address on the account you logged in with, so if you use a staff account, check that inbox. Check the spam or junk folder too, then run the export again if it is still missing. |
FAQs
1. How long is my sales data stored for these reports?
Your StoreHub system will store sales data for up to 2 years.
2. Can I save my custom filter settings?
Yes, similar to other reports, you can often save frequently used filter combinations for quick access later. Look for a 'Save Filter' option after applying your filters.
3. Why are some reports showing different numbers for the same period?
Different reports focus on different aspects of your business. For example, a 'Sales Report' might show gross sales, while a 'Tax Report' focuses specifically on taxable amounts and collected tax. Always check the calculation tooltips ('?') for each report to understand what metrics are included.
4. Can I download my sales report in PDF format?
No. Reports download as CSV or Excel files. To get a PDF, open the downloaded file in Excel or Google Sheets and save it as a PDF from there.
5. How do I download a report month by month?
Open the report (Sales Over Time), click the dates at the top right, choose 'Custom dates', set the first and last day of the month you want, then click 'Download'. Repeat for each month. This is also the best way to pull a full year, because one long range can time out.
6. How do I see my sales per day, per hour, or by day of the week?
Go to 'Reports', click 'Sales over time', set the date range you want, then click 'Group by' and choose 'Time variable'. Pick 'Daily' for one row per day, 'Hour of Day' to see your busiest hours, or 'Day of Week' to compare Mondays with Fridays. For one single day, click the dates at the top right and pick that day. Click 'Download' if you want it in a spreadsheet.
7. How do I see how much of my sales was takeaway and how much was dine in?
For Offline Channel, open a sales report such as 'Sales Over Time', click 'Filters', choose 'Order Type' as the 'Field name', then select 'Takeaway' or 'Dine In'.
For QR Order & Pay sales, navigate to 'Online Order', export your transaction data, and filter the 'Shipping Type' column either 'Takeaway' or 'Dine In' in your downloaded spreadsheet.
This filter appears only if 'Enable Takeaway' is set to 'Yes' for your account, under 'Settings', then 'Account', then the 'F&B' (Food and Beverage) section.
8. Where do I find my stock or inventory report, and can I get it month by month?
Stock reports are under 'Stock Management', not the 'Reports' menu. Go to 'Stock Management', then click 'Stock Value', then click 'Export to CSV'. Because 'Stock Value' shows what your stock is worth on the day you run it and cannot be filtered by date, export it on the same day each month if you want a monthly record
You are able to track the sold product for previous day in the Reports, go to 'Reports', click 'Products', choose 'Custom dates' for that month, then click 'Download'.
For what the stock numbers mean, see Stock Value Report: What Your Current Stock Is Worth.
9. My report has not loaded after several minutes. Is something broken?
Usually not. Long date ranges take longer to add up. Reload and try once more, then split the range into shorter periods, for example one month at a time. If it still will not load, contact StoreHub Support via Live Chat with the report name, date range, and filters you used.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].