Sales and stock, brand and product reports

What the Sales & Stock, Cross-Brand BI and Product Sales reports show, who can open each one, and how to filter and export them.

Where: web · Who can use it: Sales & Stock and Cross-Brand BI: managers, directors and owners (the server refuses other roles). Product Sales: owners, directors and managers by default, others only if granted. Cost and margin columns need the cost-visibility permission.

Screens may differ slightly from what you see.

What it is for

Three reports answer different questions:

• Sales & Stock shows what sold and what is on the shelf, side by side, grouped by product, category or warehouse.
• Cross-Brand BI shows revenue, orders and units by brand, rolled up into group accounts, with stock value for owners.
• Product Sales is a search. Type a product name or code and see which quote lines sold it, with square metres (m²) and value. It can also show what was ordered from suppliers.

For the monthly team report with targets, see Monthly sales report and targets.

Who can use it

Where the two disagree, the server wins and you see an error or a notice.

Cost and margin columns:

• Sales & Stock and Product Sales: only shown when you have cost visibility. If you do not, the columns are missing. Sales & Stock also says "Cost & margin columns are restricted and hidden for your role."
• Cross-Brand BI: margin, cost and stock value are for the owner role only. Others see the message "Margin, cost & stock-value figures are restricted to the account owner."

If you have brand-scoped access, the figures cover only your brands. Cross-Brand BI and Product Sales both apply this.

How to use it

Sales & Stock

1. Click Sales & Stock in the menu. The page title is Sales & Stock Report.
2. Set From and To. They start 90 days back and today.
3. Choose Group by: Product, Category or Warehouse.
4. Optionally click category buttons under Categories and warehouse buttons under Warehouses to filter. Click Clear to remove them.
5. Read the table. The columns are the group name, Qty Sold, Revenue, Orders, On Hand and Available. With cost visibility there are also Cost of Goods, Margin and Margin %. A TOTAL row sits at the bottom.
6. Click Export CSV or Export PDF to download what you see.

The foot of the page shows the grouping, the dates and when the report was made. With no matches it says "No sales or stock match these filters."

Cross-Brand BI

1. Click Cross-Brand BI in the menu.
2. Set From and To. They start 365 days back and today.
3. Read the cards: Total Revenue, Units Sold, and for owners Gross Margin and Cost of Goods.
4. Read Group accounts, if you have any, then the brand table (Brand, Revenue share, Revenue, Orders, Units, and for owners Margin and Margin %).
5. To look inside one group, click Drill in on its row. Click Clear group drill-down to go back.
6. Owners also see Stock on hand (valuation), with a line for a "Shared / unattributed pool".

An amber banner appears if the orders use more than one currency. In that case the headline total adds raw amounts without converting. The banner lists the total for each currency.

Product Sales

1. Click Product Sales in the menu.
2. In Product or code, type at least 2 characters, for example a product name or a code.
3. Set From and To. They start 365 days back and today. You can also click a Quick dates button: This month, Last month, This quarter, Last quarter, YTD or Last 30 days.
4. Choose Status: Sold or All statuses. Sold means accepted or converted quotes.
5. Choose Orders: Placed or All (incl. drafts). This is for the supplier-order side.
6. Optionally pick a Salesperson, Brand or Supplier. A filter only appears if you are allowed to list that group.
7. Click Search. Nothing is sent until you click it or press Enter.
8. Read the Sold vs ordered card, then use the Sold and Ordered buttons to switch tables.
9. Click Export CSV or Export Excel to download every matching row, not only the page you can see.

The Sold table has these columns: Quote, Customer, Job, Sold, Status, Salesperson, Line, Product, Qty, m² and Value. With cost visibility it also shows Cost and Margin. Below it is a By salesperson table over every matching line. Salesperson means the quote's owner. The list has 50 rows a page, with Previous and Next.

The Ordered table shows supplier-order lines: Order, Supplier, Ordered, Status, Job, Line, Product, Qty, Boxes and m².

Amber tags may appear on a line. The page gives each a tooltip: not tile, several areas, area ≠ qty and matched scan text only. For several areas or area and quantity that disagree, the m² is left blank rather than guessed.

Tips

• Search for the shortest unique part of a product name. The search reads the line text, the original scanned text, and the linked product's name, SKU and MPN.
• Use Group by Category on Sales & Stock for a quick overview, then Product to dig in.
• Narrow the dates if Product Sales says there are too many order lines. The ordered side is then left out and the sold side still shows.
• On Product Sales, the export uses the filters you last searched with, not any you have changed since. Search again before you export.

Things to know

• Sales & Stock and Cross-Brand BI read sales orders (the order records kept for web and channel orders), not quotes. Cancelled and returned orders are left out. A bathroom quote that never became one of those orders does not appear. Product Sales, by contrast, reads quote lines.
• On Sales & Stock, revenue is quantity times unit price from the order lines. On-hand stock leaves out quarantined and non-positive rows.
• Value on Product Sales is the quote line total as stored, including VAT, before any quote-level discount. The Sold vs ordered card also shows value ex VAT and states its basis in a note.
• On Product Sales the sold date is the converted date, else the accepted date. A quote with neither is placed by its created date.
• The ordered side of Product Sales also needs a sales-type role (sales, senior sales, manager, director or owner). Without it the card says "Supplier orders are not shown - your role cannot view supplier orders."
• If the page says you need the "View the product sales report" permission, ask an owner or director to grant it under Settings, then Permissions. If it says the report is switched off for your company, contact IBIOS support.
• The figures are calculated by the server. This article does not say they are correct.

Related articles

• Monthly sales report and targets
• Work with a quote
• Find and manage jobs
• Your Dashboard and My Tasks