Reports & settlements

Reports answer the central question of a multi-brand shop: how much do I owe each brand? Every sale stores its prices, discounts and commissions at the moment it is charged, so a period’s numbers never change even if you later edit a coupon, a commission or a brand’s percentage.

The report’s tabs

Reports is split into tabs, each with its own address, so you open straight what you are after and the page loads only that. Which tabs you get depends on what your shop sells:

• Own stock (resale): Summary, Margin, Stock, Sales, Orders and Returns.
• Multi-brand: Summary, Brands, Sales, Orders and Returns.
• Multi-brand with own stock: the same as multi-brand, plus Your own stock.

A tab with nothing to show for the period is left out: Returns only appears when there were some, Margin only when there are sales or coupons to measure, Stock only when you hold stock of your own. Open one your shop does not have (an old bookmark, say) and you land on the Summary with the same filters.

To narrow it down:

1. Pick the period with the selector under the title: the arrows move to the previous or next period, the name opens the latest ones (This month, Last month…) and Pick dates… for your own range, and Today takes you back to the current period. It is the same selector as on Orders, Drawers and Today.
2. Tick one or more brands under Choose brands to filter and press Apply. With brands filtered, the figures are those brands’ alone and the orders table shows only their part of each order.
3. Switch tabs: the period and the brands stay set.
4. Download from the [···] menu in the header, as XLSX or CSV. The file holds the whole report, not only the open tab, with the period and filters set at that moment.

Summary

The Summary is the period on one screen: the cards with the main figures (Sales, the profit, orders, discounts, fees), the breakdown of what your shop earns and, beside it, two or three sentences that say it in words, each linking to the tab with the detail:

• How the period is going: your profit (or your sales, when there is no profit to compare) against the period before. “You kept $12,400 in profit, 8% more than the period before.”
• What left you the most: in a multi-brand shop, the brand that left the shop the most; with own stock, the product with the most margin.
• What is not moving: the pieces of your own stock that have not sold in 60 days, valued at cost when they all have one, else at price.

A sentence with no data behind it is left out: a shop with no stock of its own does not get the shelf one, and a first month is compared with nothing.

Below the cards, a chart draws your Running profit day by day against the period before’s, dashed (or your Running sales, when the profit barely moved). While the period is still running, today’s point on the dashed line is the same figure the cards compare with. Each card also carries a small line with how its figure moved over the period. With sales on fewer than three days there is no chart: two points say nothing.

What it is compared with

The cards and the first sentence always compare against the same thing:

• A period that is over (last month, or a date range you pick) is compared with the whole period before it, of the same length.
• A period still running is compared with the same days of the period before. On the 10th of the month, what you have so far is compared with the first 10 days of last month, not all of it, so the 10th does not read as a drop. The sentence says “at this point of the period before” and the cards “vs. same days before”.

The Sales chart does draw the whole period before, dashed, day against day: your line reaches today and the dashed one shows how the period before ended.

What your shop earns

Your sales are not your profit. The highlighted card on the Summary, next to Sales, says how much the shop keeps in the period, and the breakdown below the cards shows the sum line by line.

• In a multi-brand shop it is called Shop profit. What you sell for each brand is theirs; the shop earns:
  • the brands’ Rent: each active brand’s Monthly rent, whole, in the period that holds the 1st of the month, which is when it falls due. The current month carries its whole rent from the 1st; of the weeks, only the one holding the 1st carries the month’s rent and the others none; a range with no 1st in it (the 5th to the 20th, say) has no rent. It counts even if you have not collected it yet, and a brand that joined mid-month starts counting on the next 1st;
  • the Consignment on each sale, if you set a percentage;
  • the Profit on your own stock, if you sell things of your own besides the brands’;
  • minus the Discounts the shop paid for: shop-funded coupons on the brands’ products, because the brand is paid in full.

  The card fee on the brands’ sales does not appear: it comes out of each brand’s payout, not out of yours. On the Brands tab, What each brand leaves you ranks your brands by what they leave the shop (rent, consignment and own stock), so you can see which space pays.

• In an own-stock shop it is called Profit: the sales of products that have a cost, minus the Cost of goods sold and the Card fee. The card also gives the Margin, over what those products sold for.

Only products with a cost captured count: a piece with no cost is never guessed. If you sold pieces with no cost, the section says so (how many and for how much) with a link to add it; you can set it on each product, on many at once from the brand or, one after another, in Enter costs.

Earnings do not include shop expenses such as the premises, wages or power: they are what the sale leaves you before those.

Margin

Only in an own-stock shop. What sells and what earns draws each product with a cost as a dot: further right the more pieces it sold, higher up the more margin. The dashed lines are the median, and the four corners name themselves: Stars (sell and earn), Sell, but earn little, Earn well, move slowly and Check price or range. Hover or tap a dot to see the product; on a computer, a click opens it. A piece sold far below its cost sits on the chart’s edge, with its real margin in the label. With fewer than five products there is no chart. Margin by product shows which products left the most and the least in the period; below it, the margin by supplier and by category, and who paid the coupons’ discounts. All of it on the products with a cost captured.

Stock

Always today, whatever the period. In a multi-brand shop it shows everything in the store, your brands’ pieces and yours, at price (a consigned piece’s cost is the brand’s); the part that is yours appears at cost in the Value in store note, and the Your stock tab ends with this same block for your own stock alone, with its cost. In an own-stock shop, always today, whatever period is picked: your stock valued at cost and at price, how many days it lasts at the current selling pace, what has gone 60 days or more without selling and the products with no cost. How long it has been on the shelf splits that money into bars by days since the last sale (0–30, 31–60, 61–90, over 90) and keeps apart what has never sold, counted from when it arrived.

Under the figures:

• Stock over time: the pieces in the store at the end of each week or month; it shows once there are at least four.
• Running out: what sold in the last 30 days, the first to run out on top, with its days and pieces left; sold-out items lead. Each product opens its page.
• Not moving in 60 days: products with no sale in 60 days, the one with the most money sitting on top, with its last sale or “never sold”.
• Your money by category and by supplier: what the pieces in the store are worth, at cost when every piece has one and at price otherwise.
• What sells and what doesn’t: per category, how much of what there was to sell sold in 90 days.

The selling pace is measured over the last 30 days, or over the days you have had stock if that is shorter: a shop that opened a week ago is not paced as if it had a month.

Your own stock

Only in a multi-brand shop that also sells things of its own. One tab holds what a resale shop sees across several: the profit, cost and margin of what you bought to resell, its products with the most and least margin and its stock, apart from the brands’.

Brands

In a multi-brand shop: Each brand’s share, its part of what sold already net of card fee and consignment (paid or not), with a selector to see it by month or by week; What each brand leaves you (rent, consignment and own stock), with one bar per brand adding up those parts and ending on the table’s figure (the discounts the shop paid sit left of zero); and who paid the coupons’ discounts. The Brand health link opens the board of which brands sell and which do not.

With brands picked in the filter, each one’s report follows at the end.

Sales

How the period sold over time: the sales chart by day (or by week on long ranges) against the period before, the breakdown by payment method, the heatmap of the hours and days that sell most and sales by category. If you sell or accept gift cards, those sold, those redeemed and the balance still outstanding today are here. In a shop with no Brands tab, the report of each supplier picked in the filter appears here.

Orders

Every sale of the period, with a tab per payment method. With brands filtered, each order shows only those brands’ part.

Returns

What came back in the period: how much was refunded, how many returns and pieces, what share of sales came back, which method the money went back through and the products returned most. See Returns.

What each number means

Each figure has the same name on every screen, in the files you download and in the Agent’s answers:

• Sales — what your customers paid for the goods, after their discount. Gift cards sold do not count until they are spent.
• Cost of goods sold — what the pieces sold with a cost entered cost you.
• Margin — sales minus discount minus cost. Its percentage is over what those pieces sold for.
• Markup — the margin over the cost: how much you added to what you paid.
• Profit — the margin minus the Card fee. It is before your expenses: it does not take off the premises, wages or power.
• Shop profit — in a multi-brand shop, what the shop keeps: rent, consignment and the profit on your own stock, minus the discounts you paid for.
• Card fee — what your terminal charges on card sales, with its tax (VAT in Mexico). Never charged to the customer.
• Consignment — the percentage your shop keeps from each sale of a brand.
• Rent — each brand’s whole monthly rent, in the period that holds the 1st of the month.
• For the brands — what a sale owes them: sales minus discount, card fee and consignment.
• Net — on a sale of your own stock, what is left after the discount and the card fee, before the cost.
• Margin per piece — on a product’s page, price minus cost: what you expect to make on each piece, not what you already made.
• Value at cost and Value at price — your stock valued at what it cost you and at what you sell it for.

Cost, margin, markup and profit are only worked out on your own stock with a cost entered. The cost of a consigned product is the brand’s business and goes into no figure. When part of what sold has no cost, the screen says what it was worked out on (“on 80% of sales”) rather than guessing.

These money figures (reports, costs, margins, what the brands are paid) are only for admins and whoever has the Reports and figures permission, which only looks: recording a brand payout is for admins. The rest of the team sees prices, stock and their own sales. See Your team, access & invitations.

The brand report

Open the Brands tab of the reports and click a brand’s name, or open the brand and press Reports in its header. There you see, product by product and order by order, what it sold in the period. Each line shows:

• Price and quantity sold.
• The discount it absorbed, if coupons were used.
• The card fee that falls on it, if that sale was paid by card.
• The consignment, your own cut on that brand, if you gave it a percentage.
• The amount to settle for that line.

At the end is the brand’s stock at the close of the period and an Internal brand notes field only your team sees.

How the settlement is calculated

For each product sold:

amount to settle = (price × quantity) − prorated discount − card fee − consignment

• The card fee applies only to the part of the sale paid by card and includes your country’s tax on it: in Mexico, if your terminal charges 3.5% and VAT is 16%, 3.5% × 1.16 = 4.06% is deducted from the discounted amount. Both percentages live in Fees and taxes.
• The consignment is the Consignment (%) on the brand’s form, computed on the line’s value after its discount. If the brand has 0, nothing is deducted and the column does not appear.
• Coupons are absorbed by the brand, unless you chose when creating the coupon that the shop absorbs it: then the brand is paid as if there had been no discount. See Discount coupons.
• Gift cards sold are no brand’s sale; when the customer spends one, that purchase does count for the brand and pays no card fee. See Gift cards.
• Voided sales appear in no report. Layaways count once the customer pays off the balance.

Marking as paid

When you pay a brand, record the payment right where you saw the amount:

1. Open the brand’s report for the period you are paying.
2. Press Mark as paid (or Record a payment in the ··· menu, if you have not recorded one to it yet). You will see the period, how many orders are included and the exact Amount to pay.
3. If the brand pays rent, tick Deduct the rent and you will see how much is handed over after deducting it.
4. Choose the Payment method and note a Reference (the transfer folio, for instance) and Notes if needed.
5. Press Confirm payment.

On confirmation:

• A settlement is saved with an exact copy of those sales and amounts.
• Those sales are frozen: they can no longer be voided or edited; only the order’s notes and customer stay open.
• If a sale later lands with a date inside an already paid period, it shows as Pending and you pay it in the next settlement.
• If the rent exceeds the sales, nothing is handed over and the difference stays pending: the brand’s next settlement deducts it and says so in the dialog (“The brand owes … from the previous settlement”).

The history lives in each brand’s Settlements tab and in Settlements, in the sidebar.

Payments start with the first one

If you have never recorded a payment to a brand in Atiéndalo (because you pay it outside the app, or because you are just starting), nothing it sells shows as Pending: its report shows its sales and its share, paying it sits under Record a payment in the ··· menu, and its portal shows its sales and stock, with no “To be paid” or next payout. That way a shop with years of sales does not see years of debt it actually paid.

Once you record its first payment, the brand starts keeping accounts: from the start of that period, whatever you have not paid it is Pending here and To be paid on its portal, and its Settlements tab and portal Payouts appear. What sold before that period is still there and you can pay it with Record a payment if needed; paying an earlier period moves the start back to it. Undoing its only settlement puts it back where it was before the first payment.

Undoing a settlement

If you picked the wrong period or amount, open the settlement and press Undo. Its sales go back to pending and you can mark it again. Only the brand’s latest settlement can be undone, and only while none of its sales has had a return.

Statement

Each settlement opens as a statement. Print opens a Letter-size PDF with the settlement number, the period and the payment date: how the amount paid was reached (sales, discounts, card fee, consignment, the brand’s share, rent and the balance carried in, and what carries to the next one when rent was not covered), the payment method and reference, sales by payment method, its products and every paid line grouped by day, with returns as negative lines. Download Excel gets the same as XLSX with numeric cells. The brand can download the same PDF from its portal.

To get it to the brand:

• Give it a Brand email on its form and press Send by email on its report: it gets the period you are looking at, and its replies come to you.
• If a brand closes on a different cadence than your shop (weekly in a monthly shop, say), set Settlement cycle on its form: its report, statement and settlements follow that rhythm.
• The brand’s Portal (on its page, under Brands) lets it see its sales, stock and payouts whenever it likes: it signs in with its email, no password, and you close it whenever you want. See Brands & suppliers.

Downloading reports

Both the overall report and each brand’s download from the [···] menu in the header, as XLSX and CSV.

• The overall XLSX has one sheet per block on the screen: Summary (sales, discounts, commissions, consignment, cost, margin, gift cards and the earnings with their parts), Brands (what you owe each brand), Orders (one row per sale) and Returns, which only appears if there were any in the period.
• The overall CSV is the orders table alone, to paste into your own spreadsheet.
• A brand’s XLSX and CSV carry its sold lines with the same columns as the statement, so you see the same numbers before and after paying it.
• Print report, in a brand report’s menu (under Sales in the period, beside Excel and CSV), opens a Letter-size PDF with its sales in the period: the summary (sales, pieces, orders, discounts, card fee, consignment and the total), sales by payment method, its best sellers and every line sold grouped by day, with returns as negative lines. It is about sales only, not payments, so you can hand it to the brand. For your own stock it carries cost, margin and profit.
• Under Inventory (or Brand’s inventory), in the same menu, Print inventory, Excel and CSV download your stock as it is today, not the period’s: one row per active product (those at 0 too) with SID, SKU, barcode, brand, category, stock, price and its value at price; on your own stock also the cost, the value at cost and the margin per piece. If you filtered brands, only those. The XLSX ends with the totals, the same as the cards on All products: stock below zero adds nothing. Only admins and the Reports and figures permission see it.

Amounts are numbers, not text, so you can add them up directly. Returns are marked as such in the Type column.

Periods and time zone

The period selector follows your shop’s setting (week or month, in General settings), and each brand can have its own cadence. Days, weeks and months follow your shop’s time zone, not each user’s device, so everyone sees the same cut-offs.

The today panel

Today shows the current day live: sales against yesterday and last week, Profit today in an own-stock shop (in a multi-brand one, what the shop earns is mostly rent, which is monthly: it is in Reports), sales by hour, top products and brands, low-stock products and the drawer status. It is the home page of a shop that is already set up.

What can go wrong

• A sale is missing from the report. Only completed sales count: check it is not voided or on layaway, and that its date falls inside the chosen period (in the shop’s time zone).
• The brand’s total does not match what I add by hand. Subtract the prorated discount, the commission on the card-paid part (with its tax) and the consignment, line by line. The brand’s XLSX carries each column so you can check.
• I changed the commission and last month’s report did not change. On purpose: each sale stores the percentages from the moment it was charged. The new commission applies to new sales.
• The shop’s earnings include rent I have not collected. On purpose: they show what each active brand agreed to for that period, collected or not. If a brand no longer pays rent, set its Monthly rent to 0; if it left, deactivate it.
• My profit is lower than sales minus cost. The card fee comes off too, and only products with a cost count: check the notice about pieces with no cost in the section.
• I cannot void an order. If its lines are already in a settlement, they are frozen. Make a return instead: the difference is deducted in the brand’s next settlement.
• Undo does not appear on a settlement. Only each brand’s latest settlement can be undone, and not if any of its sales had a return.
• The brand did not receive its statement. It does not go out on its own: send it with Send by email from its report, and check it has a Brand email on its form.

Still deciding whether Atiéndalo is for your shop? The Consignment & settlements page walks through the split with an example, and the consignment calculator lets you try your own numbers.