How to calculate the numbers in the backend

The figures in the Shoporama backend (frontend, statistics and reports) are calculated based on a fixed filter on the orders. Here you get the exact explanation so you can trust that the numbers show the right picture, also when comparing with your financial report.

The basic filter

All revenue and order figures are based on two conditions, both of which must be met:

• The order is paid (in the database paid = 1)
• The status of the order is one of the counting statuses (see next section)

If both conditions are met, the order is counted. A "Sent" order that is not marked as paid is not counted. The same applies to a paid order whose status is set to "Canceled".

Shoporama's actual order statuses

There are exactly seven built-in order statuses. These are the only statuses the system uses internally:

• New is newly created, not yet processed
• Inprocess means pick and pack in progress
• Pending means waiting for e.g. backorder or manual approval
• Ready means ready for pickup or shipment
• Sent issent to the customer
• Credit note(credit) is a created credit note linked to an original order
• Canceled is canceled and never counts anywhere

Which statuses count where

It's important to know that the filter is slightly different depending on which number is displayed. In practice, there are two variants:

Variant 1: Revenue and dashboard figures (6 statuses)

For revenue figures, profit, daily revenue, monthly revenue, annual revenue and product statistics, these six statuses count:

• New, In progress, Pending, Ready, Sent and Credit note

Credited orders count towards revenue because the credit in Shoporama is a separate order with original_order_id pointing to the original order. This gives a true sales figure.

Variant 2: Number of orders, supplier and brand reports (5 statuses)

When displaying a pure number of orders (e.g. in the front page order counter, supplier statistics, brand statistics and shipping statistics), a slightly tighter filter is used with only five statuses:

• New, In process, Pending, Ready and Sent (Credit note does not count)

It also filters on original_order_id IS NULL, which means that returns and credit notes are not counted as separate orders. This prevents a return from being double counted.

Which orders are NOT counted

• Canceled orders (status Canceled) are never included in the figures, regardless of payment status
• Unpaid orders (the pink ones in the order list where the customer did not complete payment) are not included
• Return orders (orders where original_order_id points to an original order) are not counted in order counters, but are subtracted in return reports

VAT in the numbers

By default, the figures on the front page are shown including VAT. Read more about how to change the display in the article Are the numbers in the backend with or without VAT?

Periods on the dashboard

The frontend typically shows revenue and order numbers for:

• Today from midnight to now (your local time zone)
• Yesterday all of yesterday for comparison
• This month from the 1st of the current month to now
• This year from January 1st of the current year to now

Inventory value

Inventory value is calculated from cost prices and inventory and does not use the order status filter. Read the details in Calculating inventory value. For products without cost price, see Inventory value without cost price.

Frequently asked questions

Why does the revenue in the dashboard not match what I see in e-conomic?

The two systems can show different numbers for several reasons. Shoporama counts an order as soon as it is paid and has a counting status. E-conomic only counts when the invoice is posted. Credits, VAT handling and accruals may also differ. For accounting, e-conomic is the facit. For daily operations, the dashboard provides a quick overview.

Why doesn't revenue drop when I credit an order?

This is a conscious choice. The credit is created as a separate order that points to the original order. The original revenue still stands at the time the sale was made. The credit itself is a negative item in the return report and is handled separately in the accounts.

Anne (accountant): Where do I see returns and credit notes separately?

Return orders are characterized by having an original order attached to them. You can find them under the returns report in the statistics. The number of "clean" orders on the front page does not count them, so you avoid double counting. The revenue figure includes both sales and credits, so the net figure will be correct.

Peter (store owner): Does a bank transfer count before the money has come in?

Peter (store owner). The order must be marked as paid before it is included in the figures. Only when you (or an automated integration) set the order to paid does it count on the dashboard and in the statistics.

Jonas (scale): What about recurring orders?

Each renewal generates a new real order in Shoporama, and each of them counts in the same way as regular orders. Paid and a counting status gives revenue. You can see the renewed orders in line with regular orders in the order list.

Do test and demo orders count?

Yes, if they are created with a counting status and are marked as paid. Remember to set test orders to "Canceled" or delete them completely so they don't pollute your numbers.

Why does the number of orders appear to be lower than the revenue base?

This is intentional. The number of orders counter excludes credited orders and return orders, so you don't count them as real sales. The revenue count includes credit notes (as negative amounts in the net count), so the cash flow matches.

Is there a status called "Completed"?

No, there isn't. The seven built-in statuses are New, In Progress, Pending, Ready, Sent, Credit Memo and Canceled. A completed order is typically listed as "Sent" or "Ready".

Can I change the filter myself so that I only see the status "Sent"?

The filter on the front page is fixed to ensure consistency across shops. If you want to segment by status, you can go directly to Orders and filter the list.

Where can I find a more detailed sales report?

For detailed reporting, we recommend sales reports and the revenue dashboard or exporting orders as CSV to spreadsheets.

Do you need help? Contact us at support@shoporama.dk.