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Sales by Customer

Sales by Customer

Lekha’s Sales by Customer report provides detailed insights into your customer performance for any selected date range. This report breaks down sales data by individual customers, showing order counts and total sales values—helping you identify your most valuable customers, track customer loyalty, and optimize your sales strategies.

Whether you’re analyzing customer retention, preparing for sales meetings, or developing targeted marketing campaigns, the Sales by Customer report delivers the customer-specific data you need to build stronger business relationships and drive revenue growth.

Accessing Sales by Customer Report

  1. Navigate to Reports from the main menu
  2. Select Sales by Customer from the reports list
  3. Choose your desired date range using the date range dropdown
  4. Click Generate Report to create the customer analysis

The report will display instantly in HTML format within the application, showing a comprehensive breakdown of sales performance by each customer, and you can export it to PDF for sharing or record-keeping.

Report Parameters

Date Range Selection

Purpose: Define the time period for your customer sales analysis

How to Use:

  1. Select desired option from the Date Range selection dropdown
  2. The system will include all customer sales activity within this range (inclusive of both dates)

Available Options:

  • Today: Current day’s sales
  • Yesterday: Previous day’s activity
  • This Week: Last 7 days (a week duration)
  • Last Week: Previous last 7 days (a week duration)
  • This Month: Current month from 1st to last day
  • Last Month: Previous complete month
  • This Quarter: Current quarter (3-month period)
  • Last Quarter: Previous complete quarter
  • This Year: Current fiscal/calendar year
  • Last Year: Previous complete year

Best Practices:

  • Use monthly ranges for regular customer performance reviews
  • Select quarterly periods for strategic customer analysis
  • Choose annual ranges for customer loyalty assessments
  • Use custom ranges for specific campaign analysis

Report Fields and Metrics

1. Date Range

Description: Displays the selected date range for the report Format: “Generated for Date From: [Start Date] To: [End Date]” Purpose: Provides clear reference for the reporting period and ensures data context

2. Customer

Description: Display name of each customer who made purchases during the selected period Format: Customer’s registered display name as entered in the customer database Sorting: Customers are typically listed by descending order of net sales Purpose: Identifies individual customers for performance tracking and relationship management

3. Number of Orders

Description: Count of orders placed by each customer during the selected period Inclusion Criteria: Only orders from invoices with the following states are counted:

  • Confirmed - Orders that affect inventory and are finalized
  • Partially Paid - Orders with partial payments received
  • Paid - Fully paid orders

Exclusions: Draft, submitted, approved, issued, and cancelled invoices are not included Purpose: Measures customer engagement and purchasing frequency

4. Total Sales

Description: Complete sales amount including all taxes for each customer Calculation: Sum of gross sales (net sales + taxes) for all qualifying invoices Currency: Displayed in your organization’s base currency Components: Includes:

  • Net sales amount (quantity × rate minus discounts)
  • All applicable taxes (CGST, SGST, IGST, etc.)
  • Any adjustments or additional charges

Purpose: Shows total revenue generated from each customer relationship

Viewing and Exporting Reports

HTML Format (In-Application)

  • Instant Display: Report appears immediately after generation
  • Customer Lookup: Easily find specific customers in the list
  • Real-time Data: Always shows current data based on selected date range
  • Screen-friendly: Optimized for desktop and mobile viewing

PDF Export

  1. Click the Export Report button after generating the report
  2. The system will create a PDF version using the same date range and customer data
  3. PDF will download automatically to your device
  4. PDF Features:
    • Professional formatting suitable for presentations
    • Print-ready layout with proper margins
    • Company branding and report headers
    • Date and time stamp for audit purposes
    • Complete customer listing with all metrics

Report Analysis and Insights

Customer Performance Indicators

Customer Value Analysis:

  • High-Value Customers: Identify customers with highest total sales
  • Frequent Buyers: Find customers with most orders (high engagement)
  • Average Order Value: Calculate Total Sales ÷ Number of Orders per customer
  • Customer Concentration: Analyze what percentage of revenue comes from top customers

Customer Segmentation:

  • Premium Customers: High sales, frequent orders
  • Bulk Buyers: High sales, few large orders
  • Regular Customers: Moderate sales, consistent ordering
  • Occasional Customers: Low sales, infrequent orders

Key Questions This Report Answers

  1. Who are my top customers by revenue? (Total Sales ranking)
  2. Which customers order most frequently? (Number of Orders)
  3. What’s the average order value per customer? (Total Sales ÷ Number of Orders)
  4. How is my revenue distributed across customers? (Customer concentration analysis)
  5. Which customers haven’t ordered recently? (Missing customers from current vs. previous periods)

Customer Relationship Insights

Revenue Concentration

  • 80/20 Analysis: Identify if 20% of customers generate 80% of revenue
  • Top Customer Dependency: Assess risk concentration in key accounts
  • Revenue Distribution: Understand customer base diversity

Ordering Patterns

  • Frequency Analysis: Compare customers by order frequency
  • Seasonal Customers: Identify customers with period-specific buying patterns
  • Growth Opportunities: Find customers with potential for increased engagement

Customer Loyalty Indicators

  • Repeat Customers: Customers with multiple orders show loyalty
  • Order Consistency: Regular ordering patterns indicate strong relationships
  • Value Growth: Increasing order values over time indicate expanding relationships

Best Practices

Regular Analysis

  • Weekly: For identifying immediate customer service opportunities
  • Monthly: For sales team performance reviews and customer outreach
  • Quarterly: For strategic account planning and relationship development
  • Annually: For customer loyalty programs and retention strategies

Customer Engagement

  • Top Customer Recognition: Acknowledge and reward high-value customers
  • At-Risk Customer Identification: Reach out to declining customers
  • Growth Opportunity Pursuit: Develop plans for mid-tier customers
  • New Customer Development: Balance acquisition with retention

Data-Driven Decisions

  • Sales Territory Planning: Allocate resources based on customer value
  • Inventory Management: Stock products based on customer demand patterns
  • Marketing Campaigns: Target customers based on purchase behavior
  • Pricing Strategies: Develop customer-specific pricing approaches

Integration with Other Modules

Related Reports

  • Sales Summary: Compare individual customer performance to overall sales
  • Sales by Item: Understand what products each customer prefers
  • Customer Aging: Track payment patterns and credit management
  • Inventory Reports: Ensure stock availability for key customers

Customer Management

  • Customer Records: Access detailed customer information and history
  • Invoice Details: Drill down into specific customer transactions
  • Payment Tracking: Monitor customer payment behavior and credit terms
  • Communication History: Track customer interactions and service requests

Sales Operations

  • Sales Team Performance: Assign customer success metrics to sales staff
  • Territory Management: Organize sales efforts by customer value and location
  • Forecasting: Use customer trends to predict future sales
  • Account Planning: Develop customer-specific growth strategies

Troubleshooting

Common Issues

Missing Customers:

  • Verify the selected date range includes their purchase activity
  • Ensure customer invoices are in confirmed, partially paid, or paid status
  • Check that invoice dates fall within the selected reporting period
  • Confirm customer hasn’t been merged or renamed

Incorrect Sales Amounts:

  • Verify currency settings and exchange rates for international customers
  • Check tax configurations and rates applied to customer invoices
  • Review discount calculations and customer-specific pricing
  • Ensure all adjustments and additional charges are properly recorded

Zero Order Counts:

  • Confirm invoice states (only final sales are included)
  • Verify customer invoices aren’t in draft or cancelled status
  • Check that orders were properly processed and confirmed

Report Performance Issues:

  • Use smaller date ranges for faster processing with large customer bases
  • Export to PDF for better performance with extensive customer lists
  • Consider running reports during off-peak hours for large datasets

Strategic Applications

Sales Management

  • Territory Optimization: Assign sales resources based on customer value
  • Performance Metrics: Set customer-based targets for sales teams
  • Account Prioritization: Focus efforts on high-value customer relationships
  • Pipeline Development: Identify expansion opportunities with existing customers

Marketing Strategy

  • Customer Segmentation: Develop targeted marketing campaigns
  • Loyalty Programs: Design rewards based on customer value and frequency
  • Retention Campaigns: Create specific outreach for at-risk customers
  • Referral Programs: Leverage satisfied customers for new business development

Financial Planning

  • Revenue Forecasting: Use customer trends to predict future performance
  • Credit Management: Assess customer payment patterns and creditworthiness
  • Cash Flow Planning: Understand customer payment timing and amounts
  • Risk Assessment: Evaluate revenue concentration and customer dependency

The Sales by Customer report is an essential tool for understanding your customer relationships, identifying growth opportunities, and building stronger business partnerships. Regular analysis of customer performance helps ensure you maintain healthy customer relationships while maximizing revenue potential from your customer

Sales SummarySales by Item