How do I see what the shop actually makes?

Profit and loss, restocking at cost, expenses, suppliers and the sales export.

The short answer

Profit and loss, restocking at cost, expenses, suppliers and the sales export.

Shop › Accounting

On this page6

Who can open this tab Reading the profit and loss Restock: add stock at cost Orders you receive later Expenses and suppliers Sales history and the export

Who can open this tab

Path: Shop › Accounting.

The Shop page has three tabs: Products, Sales and Accounting. Accounting only appears for a role with the Record payments permission. A coach or a receptionist without it sees two tabs, 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. 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.

These figures cover the entire history of your shop. There is no month or year selector on this tab. And Expenses subtracts every expense you recorded, whether or not it has anything to do with the shop, so putting the rent in here makes your shop look loss-making.

Restock: add stock at cost

Path: Shop › Accounting › 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. Then choose when: Receive now adds the stock immediately, Order for later records a purchase order and changes nothing until you receive it.

A restock only moves the stock of a product that counts stock. On an unlimited product it records the cost and changes no quantity. And restocking never updates the product's cost price, so if your supplier raised his prices, edit the product too or your margin keeps using the old cost.

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. Only the amount is required and it has to be above zero. 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.

Deleting a supplier does not touch past purchases. Each purchase kept a copy of the name at the time, so your history stays readable.

Sales history and the export

The Sales tab lists every shop sale, newest first, with the items, the date, the buyer and the amount. Unpaid ones are marked On tab.

Export CSV downloads the whole list: date, member or Visitor, items, amount, method, status, receipt number. The file is named with the day you exported it.

The export covers every shop sale ever recorded. There is no date range on this button, so filter by date in your spreadsheet afterwards.

Still stuck?

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Keep reading

How do I build my product catalogue and track stock?Create products, price them with a cost, use variations for sizes, and decide which items the software counts down.How do I let a member take something now and pay later?Open tabs: how to start one, where it shows up, and how to cash it in or write it off.How is each number in Reports calculated?Revenue, attendance, new members and retention over a period you choose, plus why these figures differ from the dashboard.