FAQs About Reports

Check out these Reporting Enhancements!

This topic contains answers to many general questions that can introduce you to SellerCloud’s powerful Financial Reporting Suite. Be sure to also watch this one-minute Reports Introduction video.

Creating a report

How do “accounting” reports outside Sellercloud compare with financial reports in Sellercloud?

The difference is straightforward. In accounting reports, 2 records exist:

  • Sales Order – This transaction occurs when Order A is placed. Typically non-posting.
  • Invoice – This transaction occurs when Order A ships. Typically used for reports.

In Sellercloud reports, 1 order record exists, and:

  • Order Date – Is used in place of a Sales Order.
  • Ship Date – Is used in place of an Invoice.

Do Sellercloud’s orders reports differ from its sales reports?

Yes, and here’s how:

  • Orders Reports – These are based on your orders’ order date and include pending orders and processed orders (unshipped and shipped).
  • Sales Reports – These are based on your orders’ ship date and include only shipped orders.

Here’s an example: If orders are placed on the weekend and you run a Sales report on Sunday afternoon, you won’t see those orders. Why not? Sellercloud uses the ship date for its Sales reports, so because you did not ship on the weekend, you won’t see those orders on that report. However, Monday’s orders will show in your Monday report – after you ship those orders. So, if you want to see orders as they are placed, use the Orders reports.

Why are there 2 report formats?

Both reports are a rich source of data based on your chosen filters, but the export file shows additional information and lets you fully customize the report for your needs:

  • In SellerCloud (grid) – Choose your criteria and click Run Report to see data on the grid. If needed, use the bottom scroll bar to view more results to the right.
    • The grid offers multiple ways to fine-tune its data.
  • Exported spreadsheet (Excel) – From the grid, click the Export to Excel icon to download the onscreen data to a spreadsheet and see additional columns of data. For example, the P&L Detailed Report grid report has a Transaction Fee column, but the spreadsheet shows another column for Drop Ship Fee.
    • FAQ about reports download excel sellercloud grid
    • Excel lets you fully manipulate all your data, such as filtering within a column and sorting with advanced parameters. You can even create custom bar graphs and pie charts; for example, to show daily sales trends for a selected date range!
    • The spreadsheet has two tabs:
      • Report tab shows your data results.
        • sellercloud FAQ about reports
      • Filters tab lists your chosen report filters and their values.
        • sellercloud FAQ about reports

How do filters work?

Your filter choices build on each other; each subsequent choice further narrows your search results.

Most of the report filters offer multiple choice selector lists as well as single-choice dropdown fields. The selector fields let you manually click in the list to choose multiple values, while the dropdown lets you choose only one.

sellercloud filters FAQ about reports how does it work

After you click Run Report, you can see each filter you applied right here (if a filter is not shown, you left it blank or chose All):

sellercloud FAQ about reports transaction profit by product summary

Can I easily change my filters after I run a report?

Yes! Click the Edit Filters icon above the grid, change your filter(s), and click Run Report.

sellercloud FAQ about reports filters change

Note: You can only revise the filters from the grid, so for an exported report, return to the grid and re-run the report with your new filters before re-exporting.

What are the three ‘Date Type’ filters in the combined P&L/Transaction reports?

sellercloud FAQ reports

Typically, an order’s history may comprise 2 aspects:

  • Initial transaction – The actual order (sale), which can be referenced by its order date or its ship date.
  • Subsequent activity – The order’s associated transactions, such as refunds, returns, and adjustments, which can be referenced by order dateship date, or transaction date(s).

The Date Type filter gives you the flexibility to have shipped orders and their associated activity reflected in one of 3 different ways, by:

  • Transaction date – See all order activity that occurred in your date range. Note: With this filter, the date that the report uses for the sale transaction will be the ship date, not the order date.
  • Ship date – See all orders and their associated activity where ship date is in your date range.
  • Order date – See all orders and their associated activity where order date is in your date range.

How do I use a report’s SKU filter to find an item?

sellercloud FAQ reports

Click the SKU filter link to open the Search Products window, where you can search for products in any number of ways:

sellercloud FAQ reports

Can I use the SKU filter to create a new product group or add products to an existing one?

Absolutely. Check out how easy this is by taking a short video tour!

Are all grid columns sortable?

Yes, just click in each grid column’s header to automatically sort in ascending and descending order.

Note: You cannot sort multiple columns simultaneously, but for advanced sorting and data manipulation functions, export the grid report to a spreadsheet:

sellercloud FAQ reports

Can I fine-tune the grid to see only the data I want?

Of course! You have many ways to adjust your grid results on the fly. Click each link below for a quick tour of how each one works:

  • Resize the width of any column.
  • Reorder all columns.
  • Filter within any column. Note that text columns have more filters than numeric ones, though some filters are shared:
    • Text column example: Filter the SKU column to show rows with value that “StartsWith m.”
    • Numeric column example: Filter the Subtotal column to show rows with value “GreaterThan 100.”
  • Group any column (and also group other columns).
  • Show/hide any columns, from any column’s context menu.
  • Scroll horizontally with a freeze bar. This locks one or more left-hand columns, based on the number of columns in a report.

Is Sellercloud report data in real-time?

Your server has built-in services that run daily to check for orders that have recent changes and update profit and loss data accordingly; therefore, accuracy will vary based on the time of day you run a report.

Here are 2 scenarios when order or product changes are not updated to the Reports module until the services run:

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

Can every employee see my company’s Reports data?

No, the only employees who can access the Reports module are those with appropriate security roles, as set by the Sellercloud administrator at your company.

Understanding the Data

What is the difference between Summary and Detail reports?

Here’s an example: The P&L Summary report shows profit totals for all orders by either channel or company, but the P&L Details report drills down to show profit for each order. Both versions are offered in most Sellercloud report categories (P&L, Sales, Orders, etc.).

Note: You can always open the detailed version of a report directly from its summary to show data based on that summary report’s filter.

How do Subtotal and Grand Total differ?

  • Subtotal is the total amount of the items before any discounts, shipping, tax, etc.
  • Grand Total is (Subtotal + Shipping + Handling + Insurance + Gift Wrap + Tax) – (Discount + Shipping Discount).

What is a Payment?

Payment is the actual amount the buyer paid. Usually, this is the same as Grand Total (the total order amount) unless there was an underpayment or over payment.

How do Item Cost and Item Cost Total differ?

  • Item Cost is the cost of the items in the order.
  • Item Cost Total is (Item Cost – Rebate) + Shipping Cost + Commission + Transaction Fee + Posting Fee + Dropship Fee + Co-Op Fee + Tax Payable).

How do Item Cost Total and Order Cost Total differ?

  • Item Cost Total is (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 does the Total Fees column include?

Generally, this column encompasses the following; 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.
  • 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.)

How do Cash Profit and Accrual Profit calculations differ?

In traditional accounting, Cash Profit is based on Payment date and Accrual Profit is based on 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, regardless of if/when any payment(s) was made.

Note: Even if you choose Cash Profit when running a report, you can always see each order’s Accrual Profit by clicking open the order and hovering over Cash Profit on the P&L tab, and vice versa.

  • Cash Profit – Based on 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 profit until payment is received.
  • Accrual Profit – Based on Grand Total amount of an order, so you can see profit for orders that haven’t been paid.
    Calculation: Sum(Grand Total) – (Item Cost + Total Fees) + Adjustments.Note: Sum(Grand Total) = Order Grand Total – Return Grand Total. 

How is Profit Margin calculated?

There are 2 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.

Note: Sum(Grand Total) = Order Grand Total – Return Grand Total.

What is the Settlement ID filter in the Transaction reports?

Settlements are payment reports sent by a channel with all information about an order, and including order-related fees, commissions, and taxes.

Some Sellercloud reports can be based on a settlement ID: Simply enter an ID (or search from a list of 20 most recent IDs) to obtain all related transactions for that settlement. This produces an accurate P&L based on that settlement.

Note: Currently, the Settlement ID filter works for Amazon/FBA, eBay, and Newegg orders.

How does the Orders Status filter work?

A settlement is a payment report sent by a channel with information about order-related fees, commissions, and taxes. Currently, this toggle is for Amazon/FBA orders only.

The Orders Status toggle has 2 settings to filter your report data:

  • All Orders – Include all orders. Your report will show orders that do, and do not, have settlement data.
  • Settled (this setting will show true profit) – Exclude orders without settlement data. Your report will only show orders that have settlement data available.

Product- and channel-related transactions are not related to orders, so these do not appear in Sellercloud orders. However, you can see them in the following reports:

  • Profit by Product reports – (Summary and Details versions) – 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.

What are the Settlement Reconciliation Summary and Settlement Reconciliation Details reports?

These reports pinpoint the location of discrepancies between Sellercloud data and settlement data from your channel(s), and exactly why the data does not match.

Example: Suppose your report shows a discrepancy in an order. Perhaps a discount came in, but the Settlement report does not show it. Just click on that Settlement ID to open the Details report and filter by unreconciled transactions. From here, you can either manually fix that data, or you can dismiss it for now, fully aware of this current discrepancy.

Note: Currently, this report is available for Amazon/FBA only, but Sellercloud will add other channels in the future, such as WalMart, Newegg, etc.

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