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Reports FAQ

Overview

This FAQ page answers common questions about Sellercloud’s Financial Reporting Suite. If you’re new, we recommend starting with an introduction to the Sellercloud reports.

Report Data

Can Employees See My Company’s Report Data?

Not by default. A Sellercloud admin must set the appropriate security roles to grant employees access to reports.

How Do Sellercloud Reports Compare With Other Accounting Reports?

In accounting reports, two order records exist:

  • Sales Order – This transaction occurs when a customer places an order. Typically non-posting.
  • Invoice – This transaction occurs when an order ships. Typically used for reports.

In Sellercloud reports, one order record exists, and:

  • Order Date – Replaces Sales Order.
  • Ship Date – Replaces Invoice.

Is Report Data Available in Real-Time?

By default, not all inventory report data is available instantly. Accuracy may vary depending on the time of day, as well as changes to the orders and/or products. Your server has built-in services that check for such changes daily and record inventory counts.

Here are two example scenarios where the order or product changes will not update in the Reports module until the services run:

  • Order changes – A refund comes in on an order. The reports will not show the change until the services update the order.
  • Product changes – You change a product’s default vendor. The reports will not show the change until the services update the product.

The following reports have a Date Type filter, which you can set to Real-Time to reflect the most recent information available:

You can see product and channel-related transactions in the following reports:

  • Profit by Product reports (Summary and Detail) – These reports show product-related transactions, such as Warehouse Lost and Warehouse Damaged. Only available for Amazon/FBA and eBay channel transactions.
  • Transaction Details by Date report – In addition to product-related transactions, this report shows transactions that are not related to products or orders, such as FBA Inbound Shipping Fees and Subscription Fees.

Differences

Why Are There Two Report Formats?

You can view reports in one of two ways:

  • Grid (Web Interface): Quick, filtered view of your data.
  • Exported File (Excel/CSV): Shows all columns and allows advanced filtering, sorting, and visualization.

Exporting the data has the following advantages:

  • Some reports have additional columns that are only available when you export the data.
  • Some reports can show a limited number of columns when viewed in a web browser. However, the exported file always contains all available columns.
  • You can use third-party software like Excel and Google Sheets to add more data manipulation functionality. For example, you can filter within a column, sort with advanced parameters, and even create custom bar graphs and pie charts to visualize data.

To view a report in Sellercloud’s Delta interface:

  1. On the left, click Reports, and select your desired report.
  2. Set up the Default and Custom filters to ensure that the report displays exactly what you need.
  3. Click Search. Each filter you apply gets highlighted in green. If a filter is gray or not displayed at all, it’s not active.

To export report data, you must first load the report in the grid. Then, click Actions at the bottom right corner and select Export to Excel or Export to CSV.

What is the Difference Between Summary and Detail Reports?

  • Summary: General overview (e.g., total profit by channel).
  • Detail: Goes into detail about each respective order.

For example, the P&L Order Summary report shows profit totals for all orders by either channel or company, but the P&L Order Details report drills down to show the profit for each order.

Both versions are available in most Sellercloud report categories.

What is The Difference Between Orders and Sales Reports?

  • Orders: Based on the order placement date. Includes all pending (e.g., unshipped) and processed (e.g., shipped) orders, both FBA and non-FBA. These reports are useful for tracking orders as soon as they are placed.
  • Sales: Based on the ship date. Only includes shipped orders.

For example, if customers place orders during the weekend while your warehouse is closed, and you run a Sales report on Sunday afternoon, you won’t see the orders because you haven’t shipped them yet. To see all orders, use the Orders reports.

What is The Difference Between the Settlement Reconciliation Summary and Reconciliation Details Reports?

Reconciliation reports are intended to match the transactions recorded in an online store’s financial records to those processed by payment gateways and banks to ensure the reliability and accuracy of financial reporting.

These reports are used to ensure that all financial transactions have been recorded accurately and to identify and resolve any discrepancies between the online store’s records and the records of the payment gateway and banks. They help to ensure the reliability and accuracy of financial reporting.

For example, suppose your report shows a discrepancy in an order. Perhaps a discount came in, but the settlement doesn’t show it. You can go to the Reconciliation Details report, search for the Settlement ID, and filter by Status Type: Unreconciled. From here, you can either manually fix that data or you can dismiss it for now, fully aware of the discrepancy.

Note that the settlement filters work only for Amazon/FBA, Jet, eBay, Newegg, and Walmart Marketplace settlements.

Customization

Are All Report Columns Sortable?

You can sort the data within reports in the Delta web interface based on a specific column using the Sort by drop-down menu.

Export the report to Excel for advanced sorting and data manipulation functions.

Can I Update the Grid to See Only the Data I Want?

You can add, remove, and even re-order report columns. When viewing a report, click the three dots icon on the top right and select Customize Columns.

Now you can:

  • Reorder columns by dragging them up or down in the list;
  • Hide columns by clicking the Trash icons;
  • Add columns by clicking Add column.

Filters

How Do Filters Work?

Report filters offer multiple-choice selection lists or allow you to enter specific values. Your filter choices build on each other. Each subsequent choice narrows the scope of your search results further and affects what the report displays. 

Each filter you apply gets highlighted in orange, and after you click Search, it turns green. If a filter is gray or not displayed at all, it means the filter is not active.

Can I Change Filters After Running a Report?

You can update the currently applied filters or add extra ones. Make any changes, then click Search to re-generate the report.

To update a spreadsheet, re-run the search with your new filters and then export again.

How Do I Use a Report’s SKU Filter to Find an Item?

Some reports have a custom filter that allows you to search for specific items. Click Custom filters and look for “SKU.” Click the filter and search for SKUs, then click to add them to your search. You can add multiple SKUs one at a time.

If you often need to run a report on specific items, consider creating a custom product group. Then you can use the custom filter called Product Groups.

What Are the Date Type Filters in the Profit & Loss and Transaction Reports?

Typically, order history comprises two aspects:

  • The initial transaction – The actual order, which you can reference either by its order date or ship date.
  • Subsequent activity – The order’s associated transactions, such as refunds, returns, and adjustments, which you can reference by order date, ship date, or transaction date.

The Date Type filter lets you reflect shipped orders and their associated activity:

  • By ship date – View all orders and their associated activity where the ship date is in your selected range.
  • By order date – View all shipped orders and their associated activity where the order date is in your selected range.
  • By transaction date – View all order activity within your selected date range and use the ship date for sales (debit) transactions.

What Are the Settlement Filters?

Settlement is the process of transferring funds from a payment processor or acquiring bank to a merchant’s bank account. The settlement process reconciles the transactions and ensures that the funds from the customer’s payment are accurately credited to the merchant’s account. 

Some channels send settlement reports on a regular basis, including all information about orders, including order-related fees, commissions, and taxes.

Some Sellercloud reports can show settlement information based on a settlement ID. Simply enter the settlement ID to review all related transactions for that settlement. However, note that this filter works only for Amazon/FBA, Jet, eBay, Newegg, and Walmart Marketplace settlements.

Additionally, some reports let you filter by Settlement Status to include only Amazon and FBA orders in one of two ways:

  • All Orders – Shows profit for all orders regardless of settlement status.
  • Settled – Shows profit only for orders that have settlement data.

Report Columns

What is the Payment Column?

The Payment column in reports shows the actual amount the buyer paid. This is usually the same amount that the Grand Total column shows unless there was an underpayment or overpayment.

What Are Subtotal and Grand Total?

Subtotal is the total amount of the items before any discounts, shipping, tax, etc.

Grand Total shows the total order amount, calculated as (Subtotal + Shipping Total + Handling + Insurance + Gift Wrap + Tax) – (Discount + Shipping Discount).

What Are Item Cost and Item Cost Total?

Item Cost Shows the total amount paid to purchase all items, including refunds and other fees. This amount is based on the item cost on the date of the order, and the calculation method selected in the client setting Order Profit & Loss Calculated Using. This setting lets you calculate by Average Cost, Site Cost, or Last Cost. To get more information, go to Order Item Cost Calculation. 

Item Cost Total shows the total item cost, calculated as such: Item Cost – Rebate + Shipping Cost + Commission + Transaction Fee + Posting Fee + Dropship Fee + Co-Op Fee + Tax Payable.

What Are Item Cost Total and Order Cost Total?

Item Cost Total shows the total item cost, calculated as such: Item Cost – Rebate + Shipping Cost + Commission + Transaction Fee + Posting Fee + Dropship Fee + Co-Op Fee + Tax Payable.

Order Cost Total is the sum of all the Item Cost Totals in the order. Suppose an order has 2 items:

  • Item 1 has an Item Cost Total of $5
  • Item 2 has an Item Cost Total of $15
  • The Order Cost Total = $20

Note: Order Cost Total is used in the calculation of Profit Margin.

What is the Total Fees Column?

Generally, this column encompasses the following:

  • Transaction fees – These are Paypal processing fees.
  • Posting fees – eBay listing fee and Reverb bump fee.
  • Commission – These are channel selling fees. (Includes refunds on commission fees.)

However, certain reports may include other fees, such as tax payable, dropship fees, and co-op fees. See each report’s description for specific fees.

How do Cash Profit and Accrual Profit calculations differ?

In traditional accounting, Cash Profit is based on the Payment date, and Accrual Profit is based on the Invoice date. Thus, Cash Profit is current, based on payment(s) made, while Accrual Profit is a future profit. 

In Sellercloud, you can choose either Cash Profit or Accrual Profit for your profit calculation, which will be based on your orders’ ship date, and whether any payment has been made or not.

Note: Even if you choose Cash Profit when running a report, you can always see each order’s Accrual Profit and vice versa. First, click to open the order. Then click the Toolbox and open the Profit & Loss tab. After this, click Cash Profit.

  • Cash Profit – Based on the Payment amount of an order (the actual amount the buyer paid).
    • Calculation: (Payment – Refunds) – (Item Cost + Total Fees) + Adjustments.
    • Note: Wholesale orders that have payment terms will not show a profit until payment is received.
  • Accrual Profit – Based on the Grand Total amount of an order, so you can see the profit for orders that haven’t been paid.
    • Calculation: (Order Grand Total – Return Grand Total) – (Item Cost + Total Fees) + Adjustments.

How is Profit Margin Calculated?

There are two ways to calculate and view Profit Margin:

  • Cash Profit Margin calculation: ((Payments – Refunds) – (Order Cost Total + Adjustments)) / (Payments – Refunds) * 100.
  • Accrual Profit Margin calculation: (Sum(Grand Total) – (Order Cost Total + Adjustments)) / Sum(Grand Total) * 100.
    • Sum(Grand Total) = Order Grand Total – Return Grand Total.
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