Sales Summary Report

The Sales Summary Report summarizes the sales amounts, taxes, costs, and profits for each of your sale items. The report enables you to select how you want to group the output.

You can save the report's output to a CSV file, or email it.

Running the Sales Summary Report

To run the Sales Summary Report:

1. Click Reports in the sidebar.
2. Click Sales.

3. Specify the filters and options for the report.
4. Click Generate or Email.

Filters and Options

The Sales Summary Report has the following filters and options:

• From Date -The first date to include in the report. You must specify a From Date.
• To Date - The last date to include in the report. You must specify a To Date.
• Use Invoice Date -Select to apply the specified date range to the invoice date instead of the sales order date.
• Item
• Customer
• Sales Category
• Sales Region
• Order Status
• Winery -This filter is only available if you're in a multi-winery setup. The winery to include in the report. If blank, the report includes all wineries in your setup.
• Product - To filter the output to only include selected products, click the add icon.

• Sale Type
• Group By

Cost Certainty Score and Cost Certainty Description

The Sales Summary Report includes two related columns, Cost Certainty Score and Cost Certainty Description, that show how confident vintrace is about the cost value used for each sales line. The score reflects the data available in vintrace at the time you run the report.

How the score is determined

For each sales line, vintrace tries the following methods in sequence, and stops at the first method that returns a cost:

1. Actual dispatch cost - returns score A.
2. Unit cost at the invoice date - returns score B.
3. Previous dispatch cost for the same stock item - returns score C.
4. If none of these methods return a cost - returns score F.

Score A: Actual dispatch cost

When stock has been dispatched against the sales order line, the report uses those dispatch records to calculate cost. This is the strongest source because it reflects what was actually issued.

• Uses dispatches linked to the sales line
• Excludes reversed dispatches
• Represents the actual cost used for fulfilment

Score B: Unit cost on the invoice date

If there's no qualifying dispatch for that line, the report looks for the stock item's unit cost on the sales order's invoice date.

• Based on the invoice date, not the order creation date
• Requires a linked stock item
• Requires a valid unit cost at that date

Score C: Previous dispatch of the same stock item

If there's still no cost, the report looks at the same stock item and finds the most recent non-reversed dispatch on or before the invoice date.

• Uses a previous dispatch of the same item
• Doesn't need to be from the same sales order
• Provides a historical fallback when no direct dispatch exists

Score F: Cost could not be confidently determined

If the report can't use any of the methods above, it returns score F. Common reasons include:

• The sale item isn't linked to a stock item
• The item isn't tracked in stock in a way that supports costing
• There's no usable dispatch history
• There's no valid dated cost available

Grouped rows and the Cost Certainty Score

If you group the report, the Cost Certainty Score shown on a grouped row is the least certain score among the items inside that group. For example, if most lines in a group are score A but one line is score F, the grouped row shows score F. This is expected behaviour -It highlights the weakest certainty within the group, which is also why the total row often shows score F.

Common misunderstandings to avoid

• The score isn't based on whether a sales order is approved - approval state doesn't decide whether a line gets score A, B, C, or F.
• Score B isn't based on the order date raised - it uses the invoice date.
• Score C doesn't come from this order's own dispatch -it's based on the latest earlier dispatch of the same stock item.