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What reports can I pull?

  • updated 2 mths ago

Overview

All Program Admins have access to a variety of helpful reports through the Standard Reports section in their Customer Area.  This article will explain each report type and its potential uses in detail.   

Report Types

There are currently 12 different types of reports available, which we will explore in more detail in the below sections.  Each report can be viewed from the Customer Area by clicking the blue "View Report" button or downloaded in .csv format by clicking the grey "Download CSV" button.

Report Customization

You can further customize your report by changing the following options:

  • Date Range: The system defaults to showing the first and final day of the prior month, but this can be changed to check any date range needed.
    • The date format is Month/Day/Year (for example, to view all orders from 2022 you would set the dates to 1/1/22 & 12/31/22). 
    • This option is available for the Sales, Shipments, Shipping Charges, Inventory Adjustments, Marketing Opt-ins, Returns, and Inventory Checkins Reports
    • You can also change the end date on the Inventory report.        
  • Item Level Details: Toggle the "Include item details (some columns will be duplicated)" checkbox if you would like to see all items that have been ordered. 

Please note that orders with multiple items will show on the report multiple times and some data, such as Order Number and Order Total, will be duplicated.  You will see this option for the Sales & Shipment Reports.

  •  Portal: The portal dropdown will allow you to restrict the report so you can view data from a specific store; this includes viewing only orders placed through the Inventory Management section of your Customer Area, API platforms, or CSV uploads.  You will see this option for the Sales, Shipment, and 12 Month Sales Summary Reports.
  • Show Hidden SKUs: You can click the "Show hidden SKUs" checkbox to view relevant information on items that have been deleted (hidden) from inventory.  This option is for the Inventory Report only.

PII Data

Personal Identifiable Info (PII), such as the name, email address, and mailing address of the individual who placed an order, will be starred out on reports for privacy purposes.  You can learn more about PII data and the related restrictions here.

Reports by Type

Sales Report

This report shows all orders that have been placed. This report has the following fields:

  •  Order#: The number assigned by our system when the order was placed.
  • Email: The email address for the end-user.  This is considered PII data and will be blocked out on reports.
  • Portal URL: The last part of the portal (http://stores.kotisdesign.com/PortalURL) an order was placed through.
  • Portal Title: The name of the portal the order was placed through.
  • Order Date: The date the order was placed; if placed through a non-credit card store with order approval, this will be the date the order was approved and formally entered our system instead.
  • Shipping Address: The location where the order is shipped to.  The columns Ship-To, Attn, Address1, and Address2 are considered PII data and will be blocked out on reports, but you will be able to see City, State, Zip, and Country.
  • Requested Ship Method: The shipping method that was originally requested when the order was placed.
  • Instructions: Any special order instructions/notes included for the shipment.
  • Short Ship: Short Ship allows us to ship everything that we have in stock currently, then the remaining item(s) will follow when they are back in stock.  If an order has had this feature enabled, you will see "true" in this column.
  • Pick Up Time: This is a report field that is no longer relevant and will remain blank.
  • Order Subtotal: The total price paid by the customer for the actual items only. 

* Note: As these orders may change for a variety of reasons, including but not limited to cancellations or changes initiated by the end-user, the Sales Report is not used to generate totals for quarterly reporting purposes.  More information can be found in the Shipments Report section!

  • Order Shipping: Total price paid by the customer for shipping only.
  • Order Discount: Total amount deducted from the Order Total if a Discount Code was used by the customer during checkout.
  • Order Tax: The total price paid by the customer for taxes only.
  • Order Tax Rate: The applicable tax rate used to calculate the order tax.
  • Order Total: The grand total the customer paid (Order Subtotal + Order Shipping - Order Discount + Order Tax).
  • Order Gift Card: This is the amount covered by a customer's gift card.
  • Order Gift Card Codes: The actual gift card code used by the customer at checkout.
  • Order Non-Credit Subtotal: The total value of items if the order was placed through a non-credit card order.
  • Approver: The email address of the individual who approved a non-credit card order.
  • Address Code: A designated code for a specific shipping address; this is typically blank.
  • Discount Code: The actual discount code used by the customer at checkout.
  • Promotion Code: The redemption code used by the customer to access a redemption portal.
  • API External Order#: The original API Order # from the originating system.
  • CSV Unique Key: A unique key used to identify a specific API order.
  •  Location: The User Group(s) used/associated with the order.
  • Custom Option Label: The main label for the User Group dropdown, for example, "Department"
  • Custom Option: The response for the User Group dropdown.
  • Additional Data Label: The main label for the Portal-Specific Custom Field.  For example, "Manager's Name"
  • Additional Data: The response for the Portal-Specific Custom Field.
  • Gift Notes: The content of a gift note if one was included.
  • Gift Notes Handwritten: Gift notes can be printed on the packing slip free of cost (shows "false") or handwritten for an extra fee included on quarterly reports (shows "true").
  • Need By Date: The date the order is needed by if included by the customer at checkout.  Please note this is the final date the item can be received, not when it will be used.
  • Option: If Marketing Opt-In is enabled on the portal and the customer elects to option, this will show "true".
  • If item level details are enabled, you will also see:
  • Item#: The Kotis SKU number for the item.
  • Customer Item#: Another identifying number, if you've asked us to use one for a particular item.
  • Product: The name of the item ordered.
  • Color: The color of the ordered item.
  • Category: The category the item has been associated with.
  • Size: The size of the ordered item.
  • Value Each: The customer value of the individual item.
  • Order Qty: The quantity of the specific item on the order.
  • Original Order Qty: The original quantity of the specific item on the order; for example, if a customer canceled an item on their order, you would see 0 in the "Order Qty" column and 1 in the "Original Order Qty" column.
  • Price: The price paid by the customer for the individual item.
  • Input: This is a report field that is no longer relevant and will remain blank. [Not totally sure about this one, I haven't seen it used]
  • Hazmat: If the item ordered is considered hazmat you will see "true" or "t", otherwise you will see "false" or "f".

Shipment Report

This report shows all orders that have been shipped. This report has all the same fields as the above (Sales Report), in addition to the following:

  • Shipment Subtotal: The total price of the items shipped.  This may differ from the Order Subtotal if cancellations or changes were made by the end-user.

*  Note: This is the column used to generate Portal Sales on quarterly reports.

  • Shipment Shipping: Total price for shipping the items.
  • Shipment Discount: Total amount deducted from the Shipment Total if a Discount Code was used by the customer during checkout.
  • Shipment Tax: The total price paid by the customer for taxes only.
  • Shipment Tax Rate: The applicable tax rate used to calculate the order tax.
  • Shipment Total: The grand total the customer paid (Shipment Subtotal + Shipment Shipping - Shipment Discount + Shipment Tax).
  • Shipment Gift Card: This is the amount covered by a customer's gift card.
  • Shipped: The date items were shipped.
  • Boxes: How many boxes were used to ship the order.
  • Shipment Ship Method: The shipping method that items were actually shipped, this may differ from Requested Ship Method if the order is expedited, for example, to meet a need-by date, or updated, for example, if an expedited/more expensive ship method was selected than necessary to meet the need-by date.
  • Tracking: The tracking number(s) for the shipment.
  • Shipment Status: The current status of the shipment, you will most often see "pre transit" if the item is pending the first scan from the carrier; "in transit" if the item has been picked up/scanned and is on the way to the end-user; and "delivered" if the item has been successfully delivered.

If item level details are enabled this report has all the same fields as the above (Sales Report), in addition to the following:

  • Shipped Qty: The quantity of the specific item that was shipped.
  • Return Label Included: Track if return labels were included in the shipment.  The column will display "True" if labels were added or "False" if not.

Shipping Charges

This report shows the shipping charges reported by the carriers for each shipment.  Please note that it can take 1 - 2 weeks for domestic charges to be posted and additional time may be needed for international charges to be posted (particularly for taxes/duties).

This report has the following fields:

  • Order#: The number assigned by our system when the order was placed.
  • Email: The email address for the end-user.  This is considered PII data and will be blocked out on reports.
  • Charge Date: The date the shipment was picked up by the carrier.
  • Portal: The last part of the portal (http://stores.kotisdesign.com/PortalURL) an order was placed through.
  • Shipping Address: The location where the order is shipped to.  The columns Ship-To, Attn, Address1, and Address2 are considered PII data and will be blocked out on reports, but you will be able to see City, State, Zip, and Country.
  • Ship Method: The shipping method used for this shipment.
  • Amount: The charge received from the carrier.  There may be multiple charges per order, for example on international shipments you may see 2 - 3 charges - one for the shipping and then 1 - 2 for taxes and duties, depending on if customs bundled them or reported them separately.

Inventory Adjustments

A record of all inventory adjustments.  These adjustments are made for several reasons, for example, if there was a receiving error that reported more or less than was actually received.  In these cases, the warehouse staff will complete an inventory adjustment to ensure the appropriate count shows in the system and is available for ordering.

This report has the following fields:

  • SKU: The SKU that was updated.
  • Customer Item#: Another identifying number if you've asked us to use one for a particular item.
  • Product: The name of the item that was updated.
  • Adjustment: This will show a positive number (ex: "1") if the count was adjusted up, meaning more were found in the SKU than previously reported, or a negative number (ex: "-2"), if the count was adjusted down, meaning less, were found in the SKU than previously reported.
  • Reason: Details on why the adjustment was made, for example, "Receiving Error"
  • Date: The date of the adjustment.

Marketing Op-Ins

If Marketing Opt-ins are enabled on your portal, this report will show a record of those people who elected to opt-in.

This report has the following fields:

  • Order#: The order number for the person who opted in.
  • Order Date: The date they placed their order/elected to opt-in.
  • Portal: Which portal they elected to opt-in from.
  • Ship-To Name: The name of the person who elected to opt-in.  This is considered PII data and will be blocked out on reports.
  • Ship To Zip: The zip code of the person who elected to opt-in.
  • Email: The email address for the end-user.  This is considered PII data and will be blocked out on reports.

Returns

This report shows a list of completed customer returns, including if they were refunded or exchanged.  Please note that this report does not include refunds processed due to products being damaged in transit so the amount on your quarterly report may differ; those types of incidents are not processed through the standard, customer-initiated refunds process.

These reports have the following fields:

  • Order #: The order number for the item(s) being returned.
  • RA#: The Return Authorization number the item was received under.
  • Return Type: This will show "refund" if the customer elected to return the item for a refund, and "exchange" if they elected to exchange their item (most commonly returning one size to get another).
  • Requested At: The date the RA# was activated in our system/when the customer initiated  the return.
  • Requested By: The email address of the person who initiated the return.  This is considered PII data and will be blocked out on reports. 
  • Notes: Any notes/feedback the customer provided when they initiated their return, for example, "Too small, need larger size"
  • Exchange Details: Any additional customer-provided details specific to an exchange.
  • Product Details: Details for the item that was returned, including SKU, Product, Color, Category, Size, Quantity, and Price. 
  • Return Qty: The quantity of items actually received back; this may differ from the "Quantity" column if the customer elected to keep one item and return the second, for example.
  • Refunded Amount: The amount refunded to the customer, if "refund" was selected.

Inventory Checkins -Timings

This is a report specific to Customer-Specific Products (CSP).  It has the following fields:

  • Reference: The IIR reference number (typically the SKU or a brief description of the product).
  • Received Date: When the CSP items were received.
  •  Boxes: How many boxes of CSP items were received.
  •  Minutes: How many minutes it took the warehouse to review and check in the items.  This corresponds to the "Receiving" row on your quarterly report.
  • SKUs: The SKU(s) the received items were checked into.

Inventory Checkins -Items

This is another report specific to Customer-Specific Products (CSP).  It has the following fields:

  • Reference: The IIR reference number (typically the SKU, a brief description of the product, or the reference numbers on the label for the received items).
  • Received Date: When the CSP items were received.
  • SKUs: The SKU(s) the received items were checked into.
  • Qty: How many items were received total.
  • Product: The name of the CSP item received.

Backorders

This report shows any/all orders that have an item on backorder.  It has the following fields:

  • Order#: The customer's order number.
  • Email: The email of the customer who placed the order. 
  • Date: The date the order was originally placed.
  • Portal: The portal the item was ordered from.
  • Qty: The requested quantity of the item on backorder.
  • Product: The name of the backordered item.
  • SKU: The SKU associated with the backordered item.
  • Size: The size of the backordered item.
  • Inventory: How many of that item are currently in stock.  You may see a number in this column if a customer ordered above the available amount, but there is some in stock.  For example, if a customer placed an order for qty 50 but we only have qty 45 in stock (meaning 5 are on backorder), you will see "45" in this column.
  • Shipped on this Order: If the order was short shipped we'll ship everything we have in stock so you may see a number in this column; continuing with the above example, if they ordered 50 and we had 45 in stock with short ship enabled, you would see "45" in this column.

Inventory Report

This is a detailed report for your inventory set.  It has the following fields:

  • SKU: The identifying number for the product in our system; the report will be sorted numerically by SKU number.  The number of rows on this report at the end of the quarter will match the reported quantity of SKUs on your quarterly report.
  • Product: The name of the product in our system.
  • Color, Category, Size, and Customer Item#: Additional identifying information for the product.
  • First Order: When the first order for this item was placed.
  • Total Orders: How many orders have been placed for this order.  If downloaded to CSV, you can sort the report by this column to see the most popular item(s) based on the total number of orders.
  • Average Monthly: The amount of orders typically received for this item each month.  If downloaded to CSV, you can sort the report by this column to see the most popular item(s) based on the monthly average.
  • Available Quantity: The total quantity of this item that is currently available for ordering.  This may differ from Actual Quantity if there are orders waiting to be shipped.
  • Actual Quantity: The total quantity of this item that is currently at our warehouse, including items that have been purchased but not shipped yet.
  • Estimated Months: An estimate of how many months this product will be available based on the average monthly sales.
  • Value Each: The value of each individual item in our system.
  • Value Total: The value of the item multiplied by the Actual Quantity.
  • Latest Price: The latest price paid for this item from any portal.
  • Low Stock Threshold: The amount set as a low stock threshold; a notification is sent to your account manager when an item drops below this threshold.

12 Month Sales Summary

This report provides you with a summary of sales for the past 12 months, by item, including items that have been discontinued/hidden in the system.  This report has the following fields:

  • Product: The name of the product in our system.
  • Color, Category, Item# (SKU), and Size: Additional identifying information for the product.
  • Inventory: The amount of inventory currently available at the warehouse.
  • 1 month, 3 month, 6 month, and 12 month: How many orders were received for this item in the last 1, 3, 6, or 12 months. 
  •  Sales/12 month: The total amount collected from customers for these items.  If downloaded to CSV you can sort the report by this field to see the most popular/highest earning items over time.

Daily Sales 

This report shows a daily breakdown of sales per portal per day for the selected date range, similar to the Sales Report but with a more condensed level of detail.

This report has the following fields:

  • Day: The date being referenced
  • Subtotal: The total amount collected for items only.
  • Shipping: The total amount collected for shipping on.
  • Discount: The amount deducted from the balance owed (if a Discount Code is used).
  • Tax: The total amount collected for tax only.
  • Total: The grand total paid by the customer (Subtotal + Shipping - Discount + Tax).
  • Gift: The amount of the total covered by a gift card.
  • Credit: The total amount collected from the sales (Total - Gift)
  • COGS: Cost of Goods Sold, the value of the items purchased.

Listing Details

The Listing Details report displays data specific to each portal, including

  • SKU
  • Listing name
  • List price
  • Activated or not
  • Portal SKU is listed on

The default filter is "All" to view data for all portals at once.  However, you can filter for individual portal details as well.  

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