Products Sold: Sales Report and Reorder

The "Products Sold" report shows your sales statistics by item. Instead of sifting through individual orders, it compiles sales data for each product in one place, so you can immediately see what has been sold during a selected time period. The report serves as both a sales report and a purchasing tool, because in addition to sales figures, it also shows your current inventory and sales velocity.

This report is especially useful for those responsible for purchasing and inventory. It provides a concrete basis for identifying which products are selling well, which are selling slowly, and what you’re actually earning on each item through contribution margin and gross margin. You can read more about how gross margin is calculated in the article on cost of goods sold and gross margin.

That’s exactly why this report is a great tool for planning your purchases and reorders. With a clear picture of your sales, you can order fast-moving items in time and avoid tying up capital in inventory that just sits on the shelf.

How to Find the Sales Report

You’ll find the “Sold Products” report under Statistics in the left-hand menu. Click “Sold Products” to open the overview of what you’ve sold during the selected period.

At the top of the page, you’ll see four key metrics cards that give you a quick overview of the selected period and the active filters:

• Units Sold: Total gross sales for the period, calculated in number of units.
• Revenue (excl. VAT): the total revenue for the products sold, excluding VAT.
• Contribution margin: the total contribution margin. Only products with a recorded cost price are included here.
• Products sold: the number of different products sold during the period.

How to use the report step by step

1. Select period: Specify a start date and end date so that the report only shows sales within the desired time frame. There are also quick-select buttons for options such as “This month,” “Last 3 months,” and “Last year.”
2. Filter by category (optional): Select one or more categories. With “Include subcategories,” you can choose whether to include subcategories in the count.
3. Use additional filters (optional): Under “Additional filters,” you can further narrow down the report by supplier or brand.
4. Sort the list: Click a column header to sort. The Product, Units Sold, Revenue, and DB columns are clickable.
5. Export data: Click “CSV” to download the entire filtered list, or select specific rows and click “Export Selected” to include only those rows. You can read more in the article on exporting sales data.

Columns Explained

• Product: The name of the product as it appears in your store. If the product has an SKU number, it appears below the name.
• Units Sold: The number of units of the product sold during the selected period. Returned items are not deducted from this figure, so it shows the total number originally sold.
• Returned: How many units were returned via credit memos during the period. This figure is displayed separately and does not affect the “Units Sold” column.
• Revenue excl. tax: The total sales value of the product excluding tax.
• Contribution Margin: The contribution margin, i.e., revenue minus the product’s cost price. The contribution margin can only be calculated if a cost price has been specified for the product. If no cost price is specified, “-” is displayed.
• Margin: The contribution margin as a percentage of revenue. The margin indicates what portion of the sales price becomes profit. This column also requires that a cost price be specified.
• Current Inventory: Your current inventory level at this very moment, not a historical figure.
• Average Daily: The average number of units you sell per day during the period. This figure provides an indication of the product’s sales pace.
• Days to Sell Out: An estimate of how many days it will take for the inventory to run out if sales continue at the same pace. Calculated based on Current Stock and Average Daily. The figure is highlighted in red for 14 days or less and in yellow for 30 days or less, so you can quickly spot the items you’ll need to reorder soon.
• Sell-through: The percentage of (sold + remaining stock) that was sold during the period. This is an approximation based on current stock levels. A high sell-through rate means the product is selling well relative to the quantity you have on hand.

How to Use the Report for Purchasing

The “Sold Products” report is one of your most important tools when deciding what to stock. Instead of guessing, you can rely on actual sales figures and avoid both empty shelves and money tied up in products that don’t sell. Below are four specific workflows you can use in your daily operations.

1. Daily Reordering

Start your day by opening the report and looking for the items that are closest to being out of stock. The “Days Until Out of Stock” column tells you how long your inventory will last at the current sales rate, and the colors make it easy to prioritize:

• Red: This is urgent; the item will run out shortly.
• Yellow: Keep an eye on this—stock is starting to run low.

Go through the red and yellow items every day, and add the items that need to be reordered to your purchase order. That way, you’ll be able to place your order before the item sells out and won’t lose sales on your best-selling products. If you want to take a more structured approach to reordering, you can combine the report with the order list and inventory management.

2. Create a purchase list for each supplier

Since you’re placing an order anyway, it makes sense to group everything by supplier so you only send one order to each one. Filter the report by individual supplier so you only see their items, and then click the standard “CSV” button. This will give you a file containing only that supplier’s items, which you can send directly to the supplier or use as your own order list.

If you only want to order a subset, you can instead select the specific rows you want to include and click “Export Selected.” Repeat this for each supplier, and in just a few minutes, all your purchase orders will be ready.

3. Identify Winners and Losers

The report shows not only quantities but also how well the items are performing financially. Look at the sell-through rate to see what percentage of inventory has been sold, and at the contribution margin and profit margin to see what you’re actually earning on each item.

Use this information to make clear decisions: make sure the winners—with high sales and good margins—are always in stock, while the losers—with low sell-through and poor profitability—might need to be put on sale, ordered in smaller quantities, or removed from the product range entirely. If you want to take a more systematic approach, you can segment your product range by value using an ABC analysis.

4. Seasonal Planning

If you’re preparing for Christmas, summer vacation, or another season, look back at how things went last year. Select the same period from last year in the report, and you’ll see exactly which items sold and in what quantities. This gives you a solid starting point for ordering the right quantities well in advance, so you won’t run out of stock in the middle of peak season or be left with a full warehouse when the season is over.

What to Know About the Numbers

The report is a powerful tool, but the numbers must be interpreted with the proper caveats. Here are the most important things to keep in mind so you don’t draw the wrong conclusions:

• Contribution margin and gross margin require a cost of goods sold. If you haven’t entered a cost price for the product, the system cannot calculate the contribution margin and gross margin, and the fields will display as “-” for those products. Read more about how the cost price is included in the calculation of inventory value.
• Sell-through and days to sell out use today’s inventory. These figures are based on the product’s current inventory, not the inventory it had during the selected period. If you’re looking at a past period, sales are therefore compared to the current inventory.
• Returns are not deducted from the “Quantity Sold.” If a customer has returned an item, it still counts toward the “Quantity Sold.” Returns are instead shown in the “Returned” column, so the actual net sales may be lower than the number displayed.
• Average daily sales are distributed across the entire period. The figure is calculated as a simple average over the entire selected period. For seasonal items that are sold almost exclusively during a short portion of the period, this can therefore provide a misleading picture.
• Revenue and contribution margin are exclusive of VAT. All amounts are shown without VAT so they are not confused with the amounts the customer has paid, including VAT.
• Only paid orders are included. Orders that have not yet been paid are not included in the report.
• Bundles are counted both as a bundle and as individual components. If you sell a bundle, both the bundle itself and the individual products it contains appear in the report, just as they do in the other sales reports. Please keep this in mind so you don’t end up counting the same sale twice.
• A product listed in multiple selected categories is counted only once. If you’ve selected multiple categories and a product appears in more than one of them, the product’s sales are counted only once. The report does not double-count sales across categories.

Frequently Asked Questions

• Why are the contribution margin and margin missing for some products? Contribution margin and margin can only be calculated when the product has a recorded cost price. If the cost price is missing, “-” appears in those two columns. Add a cost price for the product, and the report will calculate the contribution margin the next time.
• Are returned items included in “Quantity Sold”? Yes. Returns are not subtracted from “Quantity Sold” but are shown in the separate “Returned” column. If you want to know net sales, you can subtract “Returned” from “Quantity Sold” yourself.
• Are the figures inclusive or exclusive of sales tax? Both revenue and contribution margin are shown exclusive of sales tax. Therefore, these amounts are not the same as what the customer paid, which includes sales tax.
• Why doesn’t “Days to Sell Out” match when I look at an older period? “Days to SellOut” and “Sell-Through” always use your current inventory, not the inventory you had at that time. If you’re looking at a period far in the past, sales are therefore compared to the current inventory level.
• Are unpaid orders included? No. The report only includes paid orders, so the sales figures reflect actual completed purchases.
• Are bundle packages counted twice? A bundle package appears both as the bundle itself and as its individual components, just as in the other sales reports. Keep this in mind if you sell a lot through bundle packages, so you don’t count the same sales twice.
• How do I export items from just one supplier into a file? Filter by supplier under “More filters” and click “CSV.” The file will then contain only that supplier’s items. If you only want to include a selection, select the rows and click “Export Selected.”
• What’s the difference between this report and the inventory statistics? “Sold Products” focuses on what has been sold during a specific period and links this to inventory levels and sales velocity. If you want to dive into the inventory itself and inventory movements, the inventory statistics are a better place to start. You’ll find an overview of all the reports in the article on statistics and analysis.