Sales by Item
Lekha’s Sales by Item report provides detailed insights into your product performance for any selected date range. This report breaks down sales data by individual items, showing quantities sold, pricing analysis, and revenue contribution—helping you identify your best-selling products, optimize inventory levels, and develop effective pricing strategies.
Whether you’re analyzing product profitability, planning inventory purchases, or developing marketing campaigns, the Sales by Item report delivers the product-specific data you need to make informed decisions about your product portfolio and drive revenue growth.
Accessing Sales by Item Report
- Navigate to Reports from the main menu
- Select Sales by Item from the reports list
- Choose your desired date range using the date range dropdown
- Click Generate Report to create the item analysis
The report will display instantly in HTML format within the application, showing a comprehensive breakdown of sales performance by each item, and you can export it to PDF for sharing or record-keeping.
Report Parameters
Date Range Selection
Purpose: Define the time period for your item sales analysis
How to Use:
- Select desired option from the Date Range selection dropdown
- The system will include all item 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 product performance reviews
- Select quarterly periods for inventory planning and procurement
- Choose annual ranges for product lifecycle analysis
- Use weekly ranges for fast-moving inventory monitoring
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. Item Name
Description: Name of each item/product sold during the selected period Format: Item’s registered name as entered in the inventory system Sorting: Items are typically listed by descending order of net sales Purpose: Identifies individual products for performance tracking and inventory management
3. Quantity Sold
Description: Total quantity of each item sold during the selected period Calculation: Sum of quantities from all qualifying invoice line items for each item Unit Consideration: Each item may have different units (pieces, kilograms, liters, meters, etc.) Inclusion Criteria: Only quantities from invoices with the following states are counted:
- Confirmed - Sales that affect inventory and are finalized
- Partially Paid - Sales with partial payments received
- Paid - Fully paid sales
Purpose: Measures product demand and helps with inventory planning
4. Net Sales
Description: Total sales amount before taxes for each item Calculation: Sum of (quantity × rate) minus discounts for all qualifying sales of each item Currency: Displayed in your organization’s base currency Purpose: Shows core revenue generated by each product without tax implications
5. Tax Amount
Description: Total taxes collected for each item during the selected period Components: Includes all applicable taxes such as:
- CGST (Central Goods and Services Tax)
- SGST (State Goods and Services Tax)
- IGST (Integrated Goods and Services Tax)
- Other applicable taxes based on item’s tax configuration
Purpose: Essential for understanding tax implications and compliance per product
6. Gross Sales
Description: Total sales amount including all taxes for each item Calculation: Net Sales + Tax Amount for each item Currency: Displayed in your organization’s base currency Purpose: Shows complete revenue generated by each product including tax collections
7. Average Selling Price
Description: Average price per unit for each item during the selected period Calculation: Net Sales ÷ Quantity Sold Unit Consideration: Price is calculated per item unit, which may differ from the quantity sold unit Purpose: Helps analyze pricing trends and identify opportunities for price optimization
Viewing and Exporting Reports
HTML Format (In-Application)
- Instant Display: Report appears immediately after generation
- Product Lookup: Easily find specific items 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
- Click the Export Report button after generating the report
- The system will create a PDF version using the same date range and item data
- PDF will download automatically to your device
- 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 item listing with all metrics
Report Analysis and Insights
Product Performance Indicators
Revenue Analysis:
- Top Revenue Generators: Identify items with highest gross sales
- High-Volume Sellers: Find items with largest quantities sold
- Premium Products: Items with highest average selling prices
- Tax Efficiency: Compare tax amounts across different product categories
Product Segmentation:
- Star Products: High sales volume and high revenue
- Cash Cows: Consistent sales with good profit margins
- Emerging Products: Growing sales trends
- Slow Movers: Low sales requiring attention
Key Questions This Report Answers
- Which products generate the most revenue? (Gross Sales ranking)
- What are my best-selling items by volume? (Quantity Sold)
- Which products have the highest profit margins? (Average Selling Price analysis)
- How much tax am I collecting per product? (Tax Amount)
- What’s the pricing spread across my product line? (Average Selling Price comparison)
Product Strategy Insights
Inventory Management
- Stock Level Optimization: Use quantity sold data for reorder planning
- Seasonal Pattern Identification: Compare periods to identify seasonal products
- Fast vs. Slow Movers: Categorize products based on sales velocity
- Demand Forecasting: Use historical data to predict future requirements
Pricing Strategy
- Price Point Analysis: Compare average selling prices across similar products
- Market Positioning: Understand where your products stand in terms of pricing
- Discount Impact: Analyze difference between list price and average selling price
- Premium Pricing Opportunities: Identify products that can support higher prices
Product Portfolio Management
- Revenue Concentration: Identify products that drive majority of sales
- Product Lifecycle: Track products from introduction to decline
- Cross-selling Opportunities: Identify complementary products often sold together
- Product Rationalization: Consider discontinuing poor-performing products
Best Practices
Regular Analysis
- Weekly: For fast-moving consumer goods and inventory monitoring
- Monthly: For standard product performance reviews and reordering
- Quarterly: For strategic product planning and portfolio analysis
- Annually: For comprehensive product lifecycle and profitability assessment
Inventory Planning
- Reorder Point Calculation: Use quantity sold data to set optimal reorder levels
- Safety Stock Management: Account for demand variability shown in the report
- Seasonal Preparation: Plan inventory levels based on seasonal sales patterns
- New Product Introduction: Evaluate performance of newly launched items
Product Development
- Market Demand Analysis: Use sales data to identify product development opportunities
- Feature Optimization: Focus development on high-performing product categories
- Pricing Research: Use average selling price data for competitive analysis
- Product Mix Optimization: Balance high-volume and high-margin products
Integration with Other Modules
Related Reports
- Sales Summary: Compare individual product performance to overall sales
- Sales by Customer: Understand which customers buy which products
- Inventory Reports: Monitor stock levels and movement patterns
- Purchase Reports: Analyze procurement needs based on sales performance
Inventory Management
- Stock Levels: Monitor current inventory against sales performance
- Reorder Management: Set automatic reorder points based on sales velocity
- Item Performance: Track product lifecycle and profitability
- Supplier Analysis: Evaluate supplier performance based on product sales
Sales Operations
- Product Training: Focus sales team training on high-performing products
- Promotion Planning: Design promotions based on product performance data
- Cross-selling Strategy: Identify products often purchased together
- Inventory Allocation: Distribute stock based on regional product performance
Troubleshooting
Common Issues
Missing Items:
- Verify the selected date range includes sales activity for those items
- Ensure invoices containing those items are in confirmed, partially paid, or paid status
- Check that invoice dates fall within the selected reporting period
- Confirm items haven’t been merged or renamed in the system
Incorrect Sales Amounts:
- Verify tax configurations and rates applied to specific items
- Check discount calculations and item-specific pricing
- Review currency settings for multi-currency transactions
- Ensure all adjustments are properly recorded
Zero Quantities:
- Confirm invoice states (only final sales are included)
- Verify item sales aren’t in draft or cancelled invoices
- Check that sales were properly processed and confirmed
Average Price Discrepancies:
- Verify unit configurations for items with multiple units
- Check for pricing changes during the reporting period
- Review discount applications and promotional pricing
- Ensure quantity and sales amount calculations are consistent
Strategic Applications
Sales Strategy
- Product Focus: Allocate sales resources to high-performing products
- Training Priorities: Train sales team on products with growth potential
- Customer Targeting: Match product preferences to customer segments
- Competitive Positioning: Use pricing data for market positioning
Marketing Strategy
- Product Promotion: Focus marketing spend on high-potential products
- Seasonal Campaigns: Plan campaigns based on seasonal product performance
- Cross-selling Programs: Develop bundles based on product performance patterns
- New Product Launch: Use insights to guide new product introduction strategies
Operations Planning
- Production Planning: Align manufacturing with sales performance data
- Supplier Negotiations: Use volume data for better purchasing terms
- Warehouse Management: Optimize storage based on product movement
- Quality Control: Focus quality efforts on high-volume products
Financial Planning
- Revenue Forecasting: Use product trends to predict future performance
- Profit Analysis: Combine with cost data for comprehensive profitability analysis
- Tax Planning: Understand tax implications by product category
- Investment Decisions: Guide capital allocation based on product performance
The Sales by Item report is an essential tool for understanding your product portfolio, optimizing inventory management, and making strategic decisions about your product offerings. Regular analysis of product performance helps ensure you maintain the right product mix while maximizing revenue potential from your inventory