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Accounting & reports

Understand your reports

What Profit & Sales, the User and Product reports, and the accounting reports each show, how to filter and export them, and who can see money figures.

Updated 6 min read

StoreLine's reports answer the everyday questions about your business: what you sold and earned, who on your team is selling, how each product is doing, and, if your plan includes accounting reports, where your money stands. This guide explains what each report shows and who can see it.

Before you start

  • Profit & Sales, User Report and Product Report need the permission View sales reports.
  • Cash Flow & Balances, Reconciliation, Income & Expense, Vendor Payables & POs and Accounting Overview need a plan that includes accounting reports and the permission View accounts & finance reports.
  • Vendor Payables & POs also needs vendors and purchase orders in your plan, and the permission View purchasing.

Where to find them

  • Reports → Profit & Sales
  • Reports → More Reports: User Report, Product Report, Cash Flow & Balances, Reconciliation, Income & Expense, Vendor Payables & POs
  • Accounting → Accounting Overview

Which report answers what

ReportAnswers
Profit & SalesHow much did I sell, what did it cost, and what profit is left?
User ReportWhich team member confirmed how many orders, and how much did they sell?
Product ReportHow is one product selling, when should I restock, and what is my stock worth?
Cash Flow & BalancesHow much money came in and went out, and what is in each account?
ReconciliationDo my accounts agree with my orders, payments and stock?
Income & ExpenseWhere does my income come from, and what do I spend on?
Vendor Payables & POsHow much do I owe each vendor, how overdue is it, and how much did I buy?

Profit & Sales

The page is titled Order Financials. It is based on your order totals and shows the last 30 days at first.

  • Summary: Total Sales, Net Profit, Average Order Value and Expense (ads and other). Order Statistics splits orders into Delivered, Pending and Returns (incl. on the way). Revenue Allocation shows how sales divide into product cost, delivery cost, ads, other expenses and net profit.
  • Sales: one row per day with Orders, Sales, Product Cost, Gross Profit, Expense and Net Profit, plus totals.
  • Profit & Sales Chart: the trend, grouped by day, week or month.

If your plan includes accounting reports and you have View accounts & finance reports, the Summary tab also shows a Management P&L card from your accounts: Gross sales, Discounts, Refunds and returns, Net revenue, COGS (FIFO), Gross profit, Operating expenses (with of which: Salary under it), Other income, Net profit and Margin. Tax collected (not revenue) is shown on its own.

User Report

One row per team member: Orders Confirmed, Product Qty and Total Sold, with a Totals row. The tiles show Orders Confirmed, Delivered Count, Returns (incl. on the way) and the Top Performer. Filter by date and by Employee status, and search any column.

Product Report

  • Product Report: pick a product with Select a product (search by SKU or by name; a variation can be picked on its own). You see its current stock, cost and current price, sales and returns over the last days and month, reorder signals such as Reorder Point, Days Remaining and Suggested Reorder Date, and its delivery and return trend.
  • Order-wise Product Report: units and revenue per product and variation, split by order status.
  • Purchase History: each stock-in, with date, quantity and note.
  • Inventory & Status: every product's Stock, Sold (30d), Cost price, Current price, Stock value (cost) and Stock value (price).

Cash Flow & Balances

  • Cash position (as of a date you choose): your Assets, Liabilities and Owner's equity (derived). Click View breakdown to see the lines, such as cash and bank, customer receivables, inventory value and vendor payables. It's a management view, not an audited balance sheet.
  • Cash flow tab: for a period, Operating in, Operating out and Net change, then In, Out, Transfer in and Transfer out for each account.
  • Balances tab: each account's Balance as of a date, with Period in, Period out and Period net.

Reconciliation

A check that your records agree. Use it at month end, before you lock a period.

  • Ledger vs. business documents, by kind: compares your account entries with the orders, expenses and payments behind them. A Diff of 0 means they match.
  • Unexplained transactions: entries with no record behind them.
  • Stock records vs. Product.stock drift: products whose stock records don't add up to the product's stock number.
  • Vendor due (derived): what each vendor is owed, if your plan includes vendors.

Income & Expense

For a period: total income, total expense and the Net, then a chart for each side. Income by source and Expense by category use your accounting categories, so salary, rent, courier charges and the rest each get their own slice. Smaller categories are grouped as Other.

Vendor Payables & POs

One row per vendor. Due (as of a date) is split by age: 0-30d, 31-60d, 61-90d and 90d+. For a period, you also see PO spend, PO paid, PO outstanding and the number of POs. The tiles show Total due, Overdue (31d+), PO spend (period) and Vendors owed.

Accounting Overview

Accounting → Accounting Overview is a quick look for a period: Net revenue, Gross profit, Net profit and Margin, your account balances, and a six-month trend. Click View all reports to go to Reports.

Filters, export and print

  • Dates: most reports start with the last 30 days. Open Filters to pick other dates. Clearing the dates shows all time. Balance reports use an As of date instead.
  • Export: Cash Flow & Balances, Income & Expense and Vendor Payables & POs have an Export button for CSV, XLSX or PDF.
  • Download: the User Report table and the Product Report's list tabs download as CSV.
  • Print: the printer icon prints the page as you see it.
  • Recalculate on Profit & Sales reloads the figures.

Who can see money figures

  • Store Owners and Admins see every report your plan includes.
  • Managers and Staff see only the reports you give them access to. By default they have neither View sales reports nor View accounts & finance reports.
  • View sales reports also gives See costs & profit, because these reports show costs and profit.
  • Without View sales reports, the Dashboard shows counts only, without money amounts.

FAQ

Profit & Sales is worked out from your order totals and logged expenses. The Management P&L comes from your accounts: it takes off discounts and refunds, uses the FIFO cost of the goods sold, and counts every expense and other income you recorded.

They need a plan that includes accounting reports and the permission View accounts & finance reports. Ask your store Owner.

Yes. They are expenses in the Salary category, so they appear in Income & Expense, and in the Management P&L under operating expenses.

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