Reporting FAQ

Reporting gives critical insight into important aspects of a business like sales and staff performance. This list of frequently asked questions focuses on the various reports available in BackOffice.

Table of Contents

Sales Reporting

This section answers questions related to sales reporting.

Can I delete a sale or return from BackOffice?

No, you cannot delete or edit transactions in BackOffice.

Can I check my sales from a phone or mobile device?

Sure, just download the ShopKeep Pocket app. ShopKeep Pocket is available for both iOS and Android. If you have any issues using Pocket, visit our Troubleshooting Guide for help.

Can I see a summary of my sales by day?

No, there is not currently a report that lists total sales by day over a date range.

Where can I find tip/gratuity reporting?

The Summary View on the Analytics Dashboard shows total gratuity collected. To learn how to calculate gratuity by employee, visit the Tips and Gratuity support article.

Is there a report that shows discounts?

Yes, the Sales by Discount report displays detailed information about discounts applied.

How can I tell which of my suppliers have top selling items?

Check out the Sales by Supplier report for a detailed breakdown of your supplier sales.

Can I view total sales for each department and category?

Absolutely. Visit the Sales by Department and Sales by Category articles to learn how to run these reports.

How can I compare employee sales performance?

Easy, just run the Sales by Employee report to view your top employees and to compare sales performance between employees.

Is there a report that shows items discarded before a sale was completed?

No, there is no such report at this time.

Can I view a report that shows which checks have been voided?

No, voids do not appear on any report currently available at the register or in BackOffice.

How do I compare sales from all of my business locations?

If you have your stores linked together, visit the Sales by Location report to compare their sales.

Where can I find cost of goods sold and gross margin?

Open the Summary View on the Analytics Dashboard to see cost of goods sold and gross margin.

How is my cost of goods sold affected when I sell/return an item?

When you sell an item, cost of goods sold increases by the cost of the item at the time of the sale. When you return an item, cost of goods sold decreases by the cost of the item at the time it was originally sold, not by the item’s current cost.

How is sales tax calculated?

Sales tax is calculated at the item-level based on the Tax Groups you have configured in BackOffice. At the register, the relevant tax rate is applied individually to each item on the transaction and rounded to the nearest penny.

Prior to version 2.10.0 of the ShopKeep register app, tax was calculated at the transaction-level, where the subtotal of each item in each Tax Group was summed before the tax rate was applied and then rounded.

Why is tax calculated at the item-level and not based on the sale’s subtotal?

Item-level tax makes it possible to return individual items, calculate taxable and non-taxable sales by tax group, and develop certain reporting features.

Currently, a sale with two items costing $5.51 each and a 9% tax rate would be charged $1 in sales tax ($0.50 per item). If tax was calculated based on the sale’s $11.02 subtotal, sales tax would be $0.99. If one item was returned, how much tax would be refunded: $0.49 or $0.50? Which item gets that extra penny? With transaction-level tax, you can have many “extra pennies” randomly assigned to items. When each sold item’s tax is summed, you can end up with a different total than what was actually collected at the register.

Is there a sales tax report?

Yes! Visit the Sales by Tax Group Report article for more information on this report.

How can I figure out my total non-taxable sales?

Use the Taxable Vs. Non-Taxable Sales article to help separate taxable and non-taxable sales.

Where can I see who opened/closed a shift?

To view details on each register’s most recent shift, visit the Bird’s Eye View. For details on previous shifts, visit the Shifts Summary. Check out the articles below to learn how to access and read each report:

  • Bird’s Eye View
  • Shifts Summary
  • Can I print old Z reports?

    Yes, you can reprint Z reports from the register for any shift opened within the past 48 hours. Visit the X and Z Reports article to learn how.

    Can I view X/Z reports in BackOffice?

    No, but a lot of X/Z report info can be found in other reports. Try running the Shifts Summary and the Analytics Dashboard.

    What gift card reporting is available?

    The Gift Cards & Deposits report shows issue and redemption totals for gift cards, gift certificates, and deposits. If you have ShopKeep integrated gift cards, log in to the reporting portal for additional reports.

    Inventory Reporting

    This section answers questions related to inventory reporting.

    How can I find my top selling items?

    You can see your top selling items on the Sales by Item report.

    Can I run a sales report for a single item?

    Yes. Filter the Sales by Item report so it displays only that item.

    Where can I download an inventory report?

    Export stock items to see price, cost, quantity, and the other details entered for each item.

    Which report shows how much my inventory is worth?

    The Inventory Value report displays the current value of stock items and raw goods in inventory.

    How can I find my inventory value for a certain date?

    You must run the Inventory Value report on that date. This report cannot display the historical value of inventory for previous dates.

    How can I get an end of year inventory report?

    Run the Inventory Value report or export your stock items on December 31. Each of these reports shows the current state of the business’s inventory.

    Can I see when inventory items were adjusted?

    Yes, those details are in the Adjustment History report.

    Can I see when each inventory item was last sold?

    Yes. Export your stock items and look at column Q, Last Sold Date.

    Can I view or print inventory by department/category/supplier?

    Sure, just follow the steps to export your stock items and sort the export spreadsheet.

    Do deleted items still appear on reports?

    Deleted items appear on sales reports like the Transactions Report and Sales by Item report, but they do not appear on the Items List, Inventory Value Report, Reorder Report, and Stock Items Export.

    Customer Reporting

    This section answers questions related to customer reporting.

    How can I see a list of all my customers?

    Although the Customer List displays only your most recent customers, you are able to export the entire list from BackOffice. Visit the Customer Management Troubleshooting guide to learn how to export customers.

    Who are my top customers?

    Visit the Sales by Customer Report to see which customers have the greatest number of sales, which spend the most money, and other data about how customers shop at your store.

    How do I see what a customer purchased?

    You can view a customer’s purchase history from the Customer List or with the Sales by Customer report.

    Can I merge two or more customers’ purchase histories?

    No, you cannot merge together multiple customers’ purchase histories.

    Can I reprint or email an old customer receipt?

    Yes. In BackOffice, you can download receipts from the Transactions Report. Print the receipt to a computer printer or attach the file to an email.

    Visit our Using the Register article to learn how to reprint receipts directly from the register itself.

    Can I see if customers are clicking the links in my email receipts?

    Yes, the Marketing Dashboard breaks down how often customers click social media links in email receipts. This dashboard also displays details on top customers and Customer List growth.

    Staff Reporting

    This section answers questions related to staff and employee reporting.

    How do I view an employee’s sales?

    Check out the Sales by Employee report to view sales performance and employee sales within a chosen date range. Additionally, you can filter the Transactions Report by their name. At the register, you can print an X or Z report that contains their sales totals for the current shift.

    How do I keep employees from seeing shift reports?

    All cashiers are able to only see their personal shift report. Managers are able to see all shift reports for individual employees, themselves, and shift totals. There is not a way to prevent these permissions. Make sure you assign a staff member cashier permissions if you do not want them to be able to view shift report totals other than their own.

    Is there a labor report that I can use to do payroll?

    No, but you can use the Time Clock to see each employee’s total hours worked.

    Miscellaneous Reporting

    This section focuses on miscellaneous reporting questions not covered in the sections above.

    Can I adjust or change reports?

    The only report you can adjust is the Time Clock report. All other reports are not editable.

    Can I delete reports from the Export Center?

    No, but reports are automatically removed from the Export Center after 7 days.

    Can I print reports from BackOffice?

    Yes, most of our reports have a print and/or export option.

    If a report has an export option: export the report, open it in spreadsheet software, and print it from there.
    If a report has a print option: click ‘Print’ and print it from your web browser.

    A report is displaying the wrong information. How can I get help?

    Visit our Analytics Troubleshooting guide for help solving common reporting issues.


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