Reading and interpreting the Sales by Item report
Understand what each column and metric means, and how to use the data for inventory and sales decisions.
The Sales by Item report is organized as a table where each row represents one product or service, and each column tells you something about its sales performance. Here's what you're looking at and why it matters.
What the report shows
Item Name / Code: The name or reference ID of the product or service. Click it to view the item's full record, including cost, pricing, and supplier information.
Total Sales Revenue: The sum of all sales (at selling price) for that item during the report period. This is shown in your business's standard currency.
Units Sold / Quantity: The total number of units, kilograms, liters, hours, or other measurement units sold. This tells you volume.
Average Unit Price: Total revenue divided by units sold. Shows what price customers paid on average (useful if the item has tiered pricing or discounts).
Cost of Goods Sold (COGS): The cost basis of the items sold. Some reports also show this figure.
Profit / Gross Margin: Revenue minus COGS, and optionally the profit percentage. Helps you identify which items are most profitable.
Last Sale Date: The most recent transaction date. Useful for spotting slow-moving or discontinued items.
How to use this information
Identify best sellers: Sort by Units Sold (descending) to see which items move the most volume, and by Total Revenue to see which generate the most money.
Manage inventory: Pair this report with your physical stock counts. Items with high sales may need more frequent reordering; items with zero sales might be discontinued or overstocked.
Pricing review: Compare Average Unit Price across similar items. If one is priced much lower, you may be able to adjust pricing up (if demand supports it) to increase margin.
Profitability analysis: Sort by Profit or Margin to identify high-margin winners (promote these) and low-margin losers (consider repricing or discontinuing).
Seasonal trends: Run this report for the same month in two different years to spot seasonal demand shifts.
Where you see this report
You access the Sales by Item report from Reports → Sales by Item Report.
Related reports include Sales by Customer (which breaks down revenue by customer instead of product) and Inventory Status (which shows current stock levels and reorder points).
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