The Sales Report Screen appears after using the Yearly Sales or Sales and Sales Tax Reports functions.  Here's what the screen looks like:

You can generate any number of Sales Reports.  The reports will stay on the screen and you can use them for comparison purposes.  If desired, you can also switch from the report screen and view invoices.  To return to the reports, click on the WINDOW Menu and select the appropriate report.  When you're finished viewing a report, click on "Close."

Below is an explanation of the information found on the Sales Report Screen:

Total Sales (Without shipping & sales tax, but accounts for credits/returns). This is the total sales for the period with charged shipping, discount and sales tax removed.  The figure accounts for credit.  In other words, all the sales reported in this figure have been added together, and any credits for returns, damages and credit memos have been removed.  If you want the total that you have billed your customers without shipping and sales tax removed--and without accounting for credit--then take this figure and add the following to it: "Total Shipping [Charged]," "Tax Billed on Invoices," and "Total Credits."   (For more information on each of these, see descriptions below.)

Note that with one exception, this figure does not include any fee invoices (in other words, invoices in which the "F" Sales Code has been used in the Item Area).  If you need a sales figures that accounts for fees, see "Total Sales with Fees Removed," below.  The exception to this is for special reports in which sales are broken down by customer or invoice code.  In either of these cases, the figure does take in account fees.

Total Sales (Without tax, but includes charged shipping and accounts for credits/returns). This is the total sales for the period including all shipping charged to customers.  Sales tax, discount and any shipping expense not billed to your customers have been removed.  As above, it accounts for credit by adding all the sales together and removing any credits for returns, damages, and credit memos. If you want the total you have billed your customers without sales tax removed--and without accounting for credit--then take this figure and add the following to it: "Tax Billed on Invoices" and "Total Credits."  (The result will be the same as the "total billed" figure mentioned above.)

Cash Income (Includes all payments received for invoiced goods, shipping & tax). This is the sum of all the payments that customers have made to you during the period and recorded in the Payment1 and Payment2 blanks on the Invoice Screen.  It includes everything: products, shipping and tax.

Non Taxable Sales. This is the total of all non-taxable invoiced sales (all invoices in which the Tax box was not checked).  It does not include shipping*, but it accounts for credit by adding all the non-taxable sales together and removing any credit for returns, damages, and credit memos. (The total amount of credit that has been removed is reported in "Credits on Non-taxable Sales.")  If you add Non Taxable Sales and Taxable Sales (described next), the result will be the same as the first "Total Sales" figure listed on top of the screen. (*Note that this figure will include charged shipping if sales tax in your state is calculated on sales and shipping.  You can set the program to do this in Basic Set-up.)

Taxable Sales. This is the total of all taxable invoiced sales before the tax is added (all invoices with the Tax box checked). It does not include shipping*, but it accounts for any credit by adding all the non-taxable sales together and removing any credit for returns and damages.  Since all Credit Memos are included in the Non Taxable Sales figures, Credit Memos are not a part of the credit removed.   (The total amount of credit that has been removed is reported in "Credits on Taxable Sales," below).  If your state doesn't have sales tax, or you haven't had any sales subject to sales tax, this figure will show a 0. (*Note that this figure will include charged shipping if sales tax in your state is calculated on sales and shipping. You can set the program to do this in Basic Set-up.)

Total Tax on Taxable Sales (Primary Tax Rate x Taxable Sales). This figure takes the amount reported in Taxable Sales and multiples it times the default primary tax rate (which is set-up in Basic Set-up.) This figure assumes that all taxable sales are associated with your state.

NOTE: If you use tax codes, disregard this figure. Instead, you'll want to use the special "Tax Rate Report."  This report based on tax codes and should be used to when calculating and reporting taxes.  That's reached by selecting MAIN TASKS >> MASTER LIST OF SALES REPORTS.

ALSO NOTE: The great majority of businesses using this program will only be charging sales tax for retail sales within their own state.  If, however, you collect sales tax from different states besides your own, you'll need to add up the tax figures from the appropriate invoices when you prepare sales tax forms for the other states.  The filter feature works nicely for this process.)

Tax Billed on Invoices. This is the actual tax billed on invoices.  This will be close, but probably slightly different from the figure reported above.  When tax is calculated on invoices, some rounding is required.  Because of this rounding process, when all the individual invoices are added together, the value may not be exactly the same as the Tax Rate x Taxable Sales.  (If you collect sales tax for states other than your own, see note above).

NOTE: If you use tax codes, the statement above holds true.  This figure is the total tax billed on invoices.  You should, however, also run the "Tax Rate Report" reached by selecting MAIN TASKS >> MASTER LIST OF SALES REPORTS.

Credits on Non-taxable Sales. This is the total amount of credit that has been removed from the "Non-taxable Sales" figure above.  It includes all returns and damages associated with non-taxable sales.  It also includes all credit memos.

Credits Applied to Taxable Sales. This is the total amount of credit that has been removed from the "Taxable Sales" figure above.  It includes all returns and damages associated with non-taxable sales.

Total Credits (Includes credit for returns, damages & any associated sales tax).   This figure is the sum total of all credits.  It includes all returns, damages and credit memos.  It also includes credits for shipping or sales tax refunded.

Shipping on Non-taxable Sales [Charged / Not Charged]. The first number is the sum total of shipping billed on non-taxable invoices (the Tax box is not checked) for the period.  The numbers in brackets break down the shipping charges into "charged" and "not charged" amounts.  Charged amounts are those which have been charged to the customer.  Not charged amounts are those which have not.

Shipping on Taxable Sales  [Charged / Not Charged]. The first number is the sum total of shipping billed on taxable invoices (the Tax box is checked) for the period. The numbers in brackets break down the shipping charges into "charged" and "not charged" amounts.  Charged amounts are those which have been charged to the customer.  Not charged amounts are those which have not.

Total Shipping  [Charged / Not Charged]. The first number is the sum total of all shipping billed on invoices during the period.  (You can also add "Shipping on Non-taxable Sales" and "Shipping on Taxable Sales" to arrive at this figure.) The numbers in brackets break down the shipping charges into "charged" and "not charged" amounts.  Charged amounts are those which have been charged to the customer.  Not charged amounts are those which have not.

Total Fees. If you have customers (wholesalers and distributors) that charge you fees which are deducted from your sales, the total amount of the fees charged during the period will be reported here.  Fees are itemized here separately.  They are not included in any of the figures above.

Note that for a "Cash" sales report, fees are included on the report if the invoice date falls within the report's start and end date.  Normally, for "Cash" reports, it's the paid date (the date at which the credit is refunded or taken in account via a payment to the customer), but since, in some situations, fees may not have a paid date, it's safer to use the invoice date.

(Note that prior to Version 14, fees were removed from the Total Sales figures above.  For better clarity, in Version 14 and higher, they are removed in the separate item line described below.)

Total Sales with Fees Removed.  This removes Total Fees (immediately above) from Total Sales (Without shipping & sales tax, but accounts for credits/returns) figure described above.  Generally, you wouldn't include fees in sales figures since it is a business expense and would be listed separately as an expense item on an Income or Profit-Loss Statement, but this figure tells you what your sales would be with fees removed.

Total Discount. This is the total dollar amount of discount that you have provided to customers for the period.  You would arrive at this figure if you were to add up the amounts in the "Less Discount" blank found on the Invoice Screen.

The following additional information is available for yearly reports:

Accounts Receivable at End of Year. This is the total amount your customers owe you at the end of the year.

Invoiced Accounts Payable at End of Year. This is the sum of any credits that you owe your customers at the end of the year.  In addition to this figure, you'll probably have other payables (such as equipment, supplies, etc.) that you owed at the end of the year. You'll need to add those to invoiced payables to arrive at the total payable figure that is used for tax and accounting purposes.

Instead of the figures above, the following message may appear:

Balance File (name of file) Not Found.  Information
can be obtained by running Billing Statements.

This means the Balance File which contains the information needed to calculate Accounts Receivable and Payable has not been created yet.  However, you can easily obtain the information.  To do so, follow the directions in Calculating Total Receivables and Payables.

Printing

If desired, the figures on the report screen may be printed by selecting FILE and PRINT from the Menu Bar:

Tax Report Button

When you use the Sales Tax and Monthly Sales function, a "Tax Report" button will appear at the bottom of the screen.  If you click on it, a second, shorter listing of sales figures will appear.  The figures are listed in a format that some states use in their reporting documents, and it may be helpful when filling out tax forms.  The Sales Tax Report assumes that all of your taxable sales are associated with your state.  (See note included with "Total Tax on Taxable Sales," above, if you collect sales tax for other states besides your own.)

NOTE: If you use tax codes, disregard the tax report button. Instead, you'll want to use the special "Tax Rate Report."  This report based on tax codes and should be used to when calculating and reporting taxes.  That's reached by selecting MAIN TASKS >> MASTER LIST OF SALES REPORTS.

For more information on taxes, see:

Tax Fields on the Main Invoice Screen

Setting up a Primary Tax Rate

Changing Tax Rates

Designating Items as Non-taxable

Variable Rates, Tax Codes, & Tax Code Reports

Exporting Sales Report Information

The Sales Report Screen has an exporting function which allows you to move information contained in AnyOrder's sales' reports to other programs.  Sales data is important, and with this feature, you'll be able to use spreadsheet, accounting, and tax programs to further analyze and track your sales.

The export function is reached by selecting FILE and EXPORT from the Menu Bar.  (See illustration above for the location of the FILE menu.)  The Export dialog box will appear.  It consists of three parts:

1. Current Drive/Directory.  This is the current Drive and Directory where the export file will be placed.  You can change the directory by clicking on the button "Change Directory."  For your convenience, AnyOrder will remember the directory the next time you use Export.

2. Enter a File Name. Type-in a name you want to give to the export file.  So that the file is compatible with a variety of different third party programs, use a file name of eight letters or less.  You can leave off the extension.  AnyOrder will automatically add the correct extension for you.

3. Export As (File Type)

From the list, select which type export file you wish to create.  For details on each of the file formats, click on the link:

Text--Comma Delimited (txt)

DBase File--Version IV (dbf)

System Data Format--SDF (txt)

Moving Sales Data to a Spreadsheet

This feature is only available on AnyOrder Level 5 (and higher).  If desired, you can move sales data directly to Excel (or another spreadsheet program). To do so, select FILE >> MOVE DATA TO SPREADSHEET.  (See illustration above for the location of the FILE menu.)  The spreadsheet program will start with your data in place.  A sample is shown below:

Information on each of the column names that you'll see in the spreadsheet is found below:

STARTDATE - Starting date of sales report period

ENDDATE - Ending date of sales report period

METHOD - Accrual or Cash

OPTIONS - Indicates whether this special report, either for a selected customer or an invoice code.

Note: Below are short descriptions of each column.  For details on each, see the explanatory information above.

TOTSALES1 - Total Sales (Without shipping & sales tax, but accounts for credits/returns).

TOTSALES2 - Total Sales (Without tax, but includes charged shipping and accounts for credits/returns)

CASHINCOME Cash Income (Includes all payments received for invoiced goods, shipping & tax)

NONTAXSALE - Non Taxable Sales

TAXSALE - Taxable Sales

TOTALTAX - Total Tax on Taxable Sales (Sales Tax Rate x Taxable Sales)

BILLEDTAX - Tax Billed on Invoices

NONTAXCR - Credits on Non-taxable Sales

TAXCREDITS - Credits Applied to Taxable Sales

TOTCREDITS - Total Credits (Includes credit for returns, damages & any associated sales tax)

NONTAXSHIP - Shipping on Non-taxable Sales

TAXSHIP - Shipping on Taxable Sales

TOTSHIPCHG - Total Shipping  - Charged

TOTSHIPNC - Total Shipping - Not Charged

TOTSHIP - Total Shipping

TOTFEES - Total Fees

A Note about Reports Based on Cash Sales

The great majority of businesses using this program will be utilizing the accrual method of accounting. For informational purposes, it's also possible for those using an accrual system, to produce a sales report based on the cash system.  To do so, click on "Cash Method" in the dialog box.  You'll get the most accurate cash-based results if you use the Mark Paid feature.

If you use a cash based accounting system, the program will provide sales information based on actual cash received.  In order to have accurate reports, however, it's very important that the Mark Paid feature is turned on, and that you use it to mark off invoices as you receive payments from your customers.

Cash sales includes only those transactions paid during the range of dates covered by the report.  For a cash report, AnyOrder uses the Paid Date.  AnyOrder will include all sales transactions if the paid date falls within the range of dates.  For sales transactions, the invoice date has no bearing on a "Cash" report.  It's the paid date that is important.  The only exception are returns and damages.  When it comes to returns and damages, it will use the invoice date.

Note that if the customer pays a lump sum payment covering several invoices, AnyOrder assumes that all of the invoices paid off for that payment are either taxable or non-taxable. If some are taxable and some are not, taxable and non-taxable sales figures will not reflect the correct breakdown.  The total sales figure, however, will be accurate.  It is highly unusual that this should happen.  Most customers are either taxable or non-taxable, not a blend between the two, but it is something to keep in mind if you utilize a cash based accounting system.