Profit and loss, restocking at cost, expenses, suppliers and the sales export.
On this page
Where to find the shop figures#
Path: Reports › Money › Shop. The profit and loss is a row of the Money chapter in Reports: open it to see the detail.
The Shop page has two tabs: Products and Sales. Restock, expenses, stock purchases and suppliers sit at the bottom of the Products tab, and only appear for a role with the Record payments permission. A coach or a receptionist without it does not see them, and the server refuses those entries too.
Reading the profit and loss#
Six figures. Revenue is what shop sales brought in. Cost of goods is what those items cost you. Gross margin is the difference, with the percentage underneath.
Expenses is the total of everything you entered under Expenses in the period. Net profit is gross margin minus expenses. Inventory at cost values the stock still on your shelves, using each product's cost price. Unlimited products count for nothing here, because nothing is counted for them.
When a cost price is missing, the row says so instead of showing a flattering number. Cost of goods says on how many products it is worked out, Gross margin is worked out only on the sales that carry a cost, and Net profit shows a dash until every product has a cost and every sale of the period carries one.
Restock: add stock at cost#
Path: Shop › Products › Restock.
Pick the product, the variation if it has any, the quantity and the unit cost, which is prefilled from the product's cost price. Choose a supplier if you keep a list, and, if you want, how you paid in Paid with: filled in, it counts as money out for that payment method in the till closing and in the reports. Then choose when: Receive now adds the stock immediately, Order for later records a purchase order and changes nothing until you receive it.
Restock is also in the “…” menu of each product, with that product already chosen.
Orders you receive later
A purchase saved as Order for later appears in the Stock purchases list with an Ordered tag and a Receive button. Pressing Receive is what adds the units to your stock. Until then the order costs you nothing on paper and changes no quantity.
Expenses and suppliers
Add expense records anything you paid out. The amount is required and has to be above zero, and a new expense also needs the way it was paid: choose it in Payment method. Category is free text, so pick your wording and stick to it: Rent, Utilities, Repairs.
The supplier list is a simple address book: name, contact, note. Its purpose is to be picked from the Restock drawer. Add expense sits next to Restock under the catalogue, and New supplier is in the heading of the Suppliers list.
Sales history and the export
Path: Shop › Sales. The tab shows Revenue, Balance and Sales for the period you pick (Today, Last 7 days, Last 30 days or All time), then lists the shop sales of that period, newest first, with the number of items, the date, the buyer, the method and the amount. Unpaid ones are marked Unpaid and cancelled ones Cancelled.
Export CSV downloads the sales of the period you picked: date, member or Visitor, items, amount, method, status, receipt number. The file is named with the day you exported it.
Tap a sale to open it. A sale made today can be cancelled with a reason, which puts the stock back and keeps the line in the list marked Cancelled. An older sale is refunded article by article. Send the receipt sends it to the member. Cancelling and refunding need the Refund & void permission.