Sale Overview Report

This report shows an overview of all sales, the customer and the sale and shipment status. Use this report to get a snapshot of sales status and financials (amount invoiced, paid, due, COGS, profit, etc.). The overview does not show product information. Sale Overview report filters orders based on order date. 


This report is only available to users with Sales Reporting permissions. 


Prerequisite


Table of Contents


Data from this report can be exported in Excel, PDF or RTF format. 



Input:

Time PeriodAllows the user to select the time period from a list of options or set a custom date range.
LayoutSet to the Default layout. Allows selection of saved layouts, if any. 
Save Layout AsAllows saving a layout for potential future use.
Reset LayoutResets the layout to the default layout or selected saved layout.


Select Apply Filter to set filter fields for the report and Update to refresh the output with any new changes. See Managing DEAR Reports - Filtering Reports for more detailed information about using filters. 



Output:

The following output fields are available for this report. You may have to open the More Fields dropdown menu to add some of them to your report.


Fields
Order #
Sale Order Number identifying the sale
Order Date
Sale order date
Customer
Customer name
Invoice #
Invoice Number identifying the sale invoice
Invoice DateDate of invoice authorisation
Due DatePayment due date according to the payment terms specified in the document header
Sales RepresentativeSales Representative assigned to the sale order
NotesNotes from the sale order document header
Customer TagsAny customer tags
Customer Reference
Reference field from the sale document header
Status
Sale status. The same status can be seen on the Sales List. For example, if there is insufficient inventory and it is not possible to pick stock, the status will remain in Picking until stock becomes available and picking can be performed.
Quote StatusQuote status. Possible values are Draft, Authorised and Not Available (no quote).
Sale Order StatusSale order status. Possible values are Draft, Authorised, Fulfilled and Not Available. 
Invoice StatusInvoice status. Possible values are Not Invoiced, Invoiced, Invoiced/Credited and Not Available.
Payment StatusPayment status. Possible values are Prepaid, Partially Paid, Paid, Unpaid and Overpaid/Credited.
Pick StatusPicking status. Possible values are Not Picked, Picking, Picked and Not Available. 
Pack StatusPacking status. Possible values are Not Packed, Packing, Packed and Not Available. 
Ready For Shipment
Indicates if the sale has been shipped, ready or not ready to be shipped.
Ship StatusShipping status. Possible values are Not Shipped, Shipping, Shipped and Not Available. This refers to the status of the Ship tab.
Fulfilment StatusFulfilment status. Possible values are Not Fulfilled, Fulfilled and Not Available. This refers to the fulfilment status of the entire order. 
Ready For ShipmentIndicates if the sale has been shipped, ready or not ready to be shipped.
Ship ByRequired By date entered in the sale document header if applicable
Shipment Date
Shipment date for the Sale Order
Shipment Line 1Line 1 from the sale shipping address
CityCity from the sale shipping address
StateState from the sale shipping address
CountryCountry from the sale shipping address
PostcodePostcode from the sale shipping address
Customer Additional Attribute 1-10
Values of customer additional attributes
Data Headers
QuotedTotal of the sale quote including tax in base currency
OrderedTotal of the sale order including tax in base currency
SaleTotal of the sale order excluding tax in base currency
InvoiceTotal of the invoice - Total of the credit note including tax in base currency
Lines
Total of the sale lines including tax in base currency (Invoice - additional charges)
Additional ChargesTotal of additional charges including tax in base currency
PaidTotal Paid - Total Refunded in base currency
DueDue amount = Invoice - Paid (in base currency)
COGSCost of Goods Sold in base currency
JournalsTotal of all Additional Transactions associated with the sale in base currency
ProfitProfit = Sale - COGS (in base currency)
Profit less JournalsProfit - Journals in base currency
FX Gain/LossForeign Exchange gains and losses
Grand TotalTotal sales amount

NOTE: If you have added an Additional Attribute set to your sale process, the attributes will appear as additional report fields. 


FAQs

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Can you please tell me why a sale order is missing from this report?

Usually, this is an issue with the date filters. This report pulls sales according to their order date. Double-check that the reporting period covers the sale order date. 


When a manual journal is posted against a sale, the Sales Overview Report when calculating the Invoice profit does not offset the journal transaction. 

Manual journals are taken only as a record and debited into a specific account. When it comes to the sale, it will not show it as a profit. The profit will be  calculated based on the Sale - COGS. The report can be set up to show Profit less Journals, you may have to click "More Fields" to show it. 


Why am I getting different totals from Sale Overview Report and Profit Summary Report?

The two reports have different bases. Sales Overview Report sorts data by sale order date. Profit Summary Report is transaction based (authorisation of invoice, COGS (ship date), etc.), so it contains all transactions within the date range no matter the order date. Some sales may fall out of the date range of one or the other of the reports.


Is there a reason why the order header field "Location" is not available on the Sale Overview report?

The Sales Overview Report is primarily for COGS and payment information, hence, Location is somewhat irrelevant or this type of reporting. You may use the Sale Order Details report for order details such as Location.


Can you filter the Sales Overview Report by sale amount (for example, only show orders above $1000)?

This is not possible. Unfortunately pivot grid and pre-filter are third party components, so DEAR developers cannot make any changes to how they function. 


Would you please confirm what affects the COGS column on the sales overview report? What about for dropshipping with no physical inventory?

COGS is affected when the "ship tab" in a sale order has been authorised. In the case of dropshipping, COGS transactions are created once purchase order has been fulfilled. 


On sales orders within DEAR the margin is shown compared to the average cost of the sold product. However when I run the report Sale Overview, I have a different number in the Profit section. Could you please explain the reason behind that?

The margin on the sale order details screen is based on the current average cost (for reference only, calculated from entire purchase history) of the product. Sale Overview margin is based on the cost of the product picked. 


I was wondering what is the difference in what sales are being shown between the Sales Overview Report and the Profit & Loss Report?

Sales Overview report shows an overview of all sales orders along with the status of the invoices. However, in the Profit & Loss Report, the 'Sale' will reflect all the items that are captured in the ledger 'Sale' account. If you have done a manual journal or passed an entry to the 'Sale' account then these will be captured too.


For example, if you have created a manual journal due to receiving money for some activity (not for a sale) and then you would credit this to the Sale account (which is categorised under income in the profit and loss statement - in the ledger). Therefore this will now be captured in the Profit and Loss statement, however, this will not reflect in the Sales overview report, this is because it was not an invoice or a sale order. So only the sales Orders will be captured in the Sales overview report. Therefore there will be a discrepancy when you reconcile the line items.


The sales order report shows me all orders prior to being despatched. I'm looking for a report which will give me all orders with order detail irrespective of the status of the order. What can I use?

You may use the Sale Order Details and Sale Overview reports, as these two reports are based on sale orders, these reports will show you all orders regardless if an invoice is authorised or not if the sale is a simple sale. For advanced sale, you need to raise an invoice for it to be included in the report, it can either be authorised or saved as draft.





Still no answer to your question? Please do not hesitate to get in touch with DEAR support.

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