Products Sold vs. Order Data export
A Products Sold report and an Order Data export don’t always match up. Here is how that can happen.
We are running this scenario as if only one wine and one order was processed, so you can see the parameters of the data that gets compiled:
A customer buys their allocation in the month of September for six bottles. Then their wish request is granted in October for six more bottles.
If you export Products Sold for the month of September it will show six bottles sold.
If you export Products Sold for the month of October it will show six bottles sold as well.
If you export Products Sold with the date range covering Sept 1 to October 31, it will show 12 bottles sold.
However, if you export Order Data for the month of September, that order will show 12 bottles sold.
NOTE: An Order Data export shows the overall quantity sum of an entire order, no matter when the individual transactions happened. So if you process an order in September but grant wishes in October, pulling an Order Data export for September will show the full quantity across all transactions on that order.
On the other hand, the Products Sold export is the actual number of bottles that were sold or returned from that actual date only or time period. It reflects a timeline of hard dates.
Sales Report vs. Accounting Report
A Sales Report and an Accounting Report don't always match up. Here is the most common reason:
Sales Report data goes from 12am to 12am
Accounting Report data goes from 5pm to 5pm
If your accounting team is seeing a mismatch for sales numbers on a particular day, and there were customers placing orders past 5pm on that day, the Accounting Report will push those orders to the next day.
NOTE: Stripe is a global payments company and their credit card batch processing occurs at 12am GMT, which is equivalent to 5pm PST. This is why the Accounting Report uses a 5pm-to-5pm time window instead of midnight-to-midnight.
Orders Page vs. Accounting Report
On the main Orders page, when you filter for a date range (such as Q4) the only ORDERS that will appear, and generate the financial totals being presented, will be the orders initially processed between Oct 1 to Dec 31.
However, on the Accounting Report page, a Q4 search will pull down all the TRANSACTIONS that were processed from Oct 1 to Dec 31. So that doesn't mean it has to be an ORDER placed during that time range.
In that instance you can have several orders that were placed in September, August, July, or many months ago, yet are modified during Q4. Those transactions will not show up in the filtered results from the Orders page, because the original order date did not occur between Oct 1 - Dec 31.
NOTE: The main Orders page is focused on the order's initial processing date. The Accounting Report is focused on transaction dates. A comparison of two different reports that do not have similar functionality will commonly display results that do not match up.
Mismatched Inventory to Payment Transactions
In the Accounting Reports, the Mismatched Inventory to Payment Transactions line item represents orders where the total of all inventory transactions did not match the total of all payment transactions. This can occur when orders are processed as "Not Paid" using the Offline / Pay Later feature, or when a refund is processed but inventory stays on the order.
For a full explanation of what causes this line item, how it behaves, and how to investigate it, see Mismatched Inventory to Payment Transactions.
NOTE: It is wise to develop a tagging process for orders that are processed as "Not Paid", or if you process a refund but the product quantity stays on the order. You can create a Tag referencing that moment so you can research it later. See Tags Overview for more information