Items report: purchase to sale
The items report connects both ends of each item's journey through your business: the supplier, purchase date and price it came in at, and the customer, sale date and price it went out at.
Items report in SeroPOS
Supplier and purchase date
Who the item was bought from, and when it was received.
Purchase price
The price paid for the item on that purchase.
Customer and sale date
Who bought the item and when it was sold.
Selling price
The price the item sold for on that sale.
Quantity and subtotal
How many units moved and the line total for the sale.
Location and dates
Filter to one store and a date range to keep the list manageable.
From supplier to customer
Open Reports, then Items Report. Each row pairs a sale with the purchase the stock came from. On the left, the supplier, purchase date and purchase price. On the right, the customer, sell date and selling price, with the quantity and subtotal. Set a location and a date range to keep the list to the period you're checking.
Most reports show either buying or selling. This one shows both on the same line, which answers questions the others can't. Who did we buy the units we sold to this customer from? What did we pay for the stock that went out on that invoice? Those are common questions in a warranty or returns dispute.
- Supplier
- Purchase date and purchase price
- Customer
- Sell date and selling price
- Quantity and subtotal
Checking margin item by item
With purchase price and selling price side by side, the margin on each sale is easy to read. That matters when cost prices move. If a supplier raised prices and the shelf price didn't follow, the items report shows each sale where the gap narrowed. Raise the price, then check the next month's sales.
It's also useful for businesses that quote or negotiate prices. A wholesaler or a parts counter can see whether a discount given to a regular customer still left a sensible margin over what that particular stock cost. It also helps you set the maximum sales discount on each user's record at a level the margins can carry.
Who it suits
The items report is most useful for retailers and wholesalers who buy stock in and sell it on as it is: electronics, hardware, auto parts, furniture or distribution. When every unit has a clear purchase and a clear sale, the report gives a complete history. Serial or IMEI tracking can be added to products where each unit matters.
For restaurants, where ingredients are bought and dishes are sold, the purchase-to-sale link is less direct. Recipe costing and the profit and loss report are usually a better fit there. Retail counters inside a restaurant, such as a café that also sells bagged coffee or branded mugs, can still use the items report for those products.
Related reports
For purchases on their own, with supplier, reference, quantity and unit price, use the product purchase report. For sales on their own, with filters by customer, category and time of day, use the product sales report. Its Detailed (with purchase) view adds the purchase reference, lot and supplier to each sale line.
For margin across a whole period rather than line by line, the profit and loss report's Profit by products tab totals profit for each product. Choose the location and dates and each product's profit for the period is listed in one table. Use the items report when you need the individual sales behind a product's figure, and the profit tab when you just need the total.
Frequently asked questions
What is a purchase to sale report?
It's a report that ties each sale to the purchase the stock came from, so you can see cost and selling price together. In SeroPOS the items report shows the supplier, purchase date and purchase price next to the customer, sell date, selling price, quantity and subtotal.
How do I see the margin on each item sold?
Open the items report for the period. Each row shows the purchase price and the selling price for the same units, so the margin is the difference between them. For margin totalled per product, use the Profit by products tab on the profit and loss report.
Can I find out which supplier an item a customer bought came from?
Yes. The items report lists the supplier beside the customer for each sale. You can also use the product sales report in its Detailed (with purchase) view, which shows the purchase reference, lot and supplier for each sale line. Both views take a date range.
Why are some items missing from the items report?
The report links sales to purchases, so it relies on stock having come in through a purchase or opening stock. Products that aren't stock-managed, or that were sold before any purchase was recorded, have nothing to link to. Record purchases as stock arrives and future sales will appear.
Is the items report useful for restaurants?
Less so. Restaurants usually buy ingredients and sell dishes, so a single purchase doesn't match a single sale. The items report suits shops and wholesalers who resell what they buy. Restaurants get more from the product sales report and the profit and loss report.