The Sales Reports under the Sales area of Altru will show you all of the sales transactions through Daily Sales, Advance Sales, Online Sales, Group Sales* during the date range you specify on the report. You can also filter the Sales Reports on a specific sales method (for example: Online Sales to display only online sales) if desired.
Here are three of the most commonly used Sales Reports in Altru. They are all located in the Sales area:
- Sales - The Sales Report displays the number of items sold, the gross amount, the discounted amount, the refunded amount, and the net amount for Admission (ticket sales), Event registrations, Memberships, Membership add-ons, Donations, and Merchandise Items.
- Sales by Price Type - The Sales by Price Type Report displays the number of tickets sold for each Price Type (Adult, Child, Senior, etc.) and further breaks this down by Program.
- Sales by Program - The Sales by Program Report displays the total amount sold in each sales method (Daily, Advanced, Group, and Online) for each program.
Option 2: Create a Sales Order Query
You can also create a Sales Order Query to display information about sales orders that occurred during a specific date range:
Go to Analysis > Information Library
- Start your query:
- Click Add an ad-hoc query
- Select the source view of Sales Orders and click OK
- The New Ad-hoc Query screen will appear.
- Specify which orders you'd like to include by dragging fields into Include records where:
- To find the sales that happened between a specific date, from the middle column drag Transaction date to Include records where and set this to include all sales in your date range. For example: Transaction Date is between 04/01/2016 and 04/01/2017.
- (Optional) If you would like to match the Sales Reports, you may want to include only completed orders. This will eliminate any cancelled group sales, any Pay on Arrival Orders, or any groups that have not been checked in. To only include completed orders, from the middle column, drag Sales Order Status to Include records where and set this to be equal to Complete.
- (Optional) If you would like to only include sales from a specific sales method, drag Sales method type to Include records where. Set this to include the sales you'd like to see in your query. For example: Sales Method Type is equal to Online Sales. Here is an example of how your parameters might look:
- Add any details you'd like to see about these orders to Results fields to display. Here are some common fields:
- To see Transaction date, from the middle column, drag Transaction date to Results fields to display. This will reflect the date of the sale.
- If you would like to see the full amount of the sales, you can drag Amount to Results fields to display. This will be the overall total of the sales transaction including all items.
- If you want to break down sales by item, and would like to see what items were purchased in each sales transaction, highlight Sales Order Item. From the middle column, you can use any of these fields:
- Type: Type will display what type of item was purchased. For example: Ticket, Merchandise, Membership, Tax, Discount, etc.
- Description: Will show you a description of the item. For example: the program and price type, the name of the merchandise item, etc.
- Quantity: Will show you how many items were purchased
- Net Amount: Will show you how much was paid for the items minus any discounts.
- Total: Will show you the total cost of the items
- Discounted Amount: Will show you how much of the item was discounted.
- If you would like to consider any refunds that were made against any of your items sold, expand Sales Order Item from the left and highlight Refunded item. From the middle column, drag Quantity and Total to Results fields to display. With these fields highlighted in Results fields to display, click the sigma button and apply a SUM to these fields. This will ensure the refunds calculate properly. For more information about how to calculate refunds in query, see our related solution: How to exclude refunds from a sales order query
- Once your query is completed, we recommend you export the results to a system like Excel to synthesize the data if desired. You can use a Pivot Table or even connect your query to Excel using an OData Feed.