Vending sales
SandStar sales by product, machine and day, reconciled the way SandStar's own reports are, with profit from your own product costs.
Sales & Inventory → Sales shows what your SandStar coolers sold, from the SandStar connector or Order Details files you add by hand. Pick This month, Last month, Last 7 days, or your own dates.
Why SandStar's reports don't seem to agree
SandStar's three sales reports can look like they disagree. They don't, once you know two things:
- The Order Details report repeats each order's amounts on every product line. A three-item $8.47 order shows $8.47 three times, so adding up its Payment Amount column overcounts. The real sales are the lines' Sales volume (price × quantity), which is what the Order Goods report adds up.
- Corrections are separate transactions. When the cooler's camera charges for the wrong item, SandStar fixes it later with an "after-sale order": a refund or an extra charge. Order Details files it under the original order number at the time it was fixed. The Order Report gives it its own number (WW plus the same digits plus 01, 02...). A correction counts on the day it was made, not the day of the original order.
TicketStacker keeps each order and each correction as its own transaction with its products, so every total traces back to transactions.
The numbers
| Line | What it is | Matches in SandStar |
|---|---|---|
| Sales | Every product line of the orders and corrections in the range, at the price paid including tax. Refunds count negative. | Order Goods report total |
| Not paid | Partial payments and failed charges on those orders | The unpaid amount |
| Paid for these orders | What was actually charged or refunded for them | Current paid amount |
| Paid for earlier orders | Orders from before the range that were paid during it | Previous paid amount |
| Received | Cash in the range: paid for these orders plus earlier orders | The Order Report's Paid amount |
Below the table: the amount before sales tax, then sales By machine, By day and By product. Corrections lists each one with what changed (for example −1 chips, +1 tea). Why Sales and Received differ lists the orders behind Not paid and Paid for earlier orders.
Orders where the door opened but nothing was taken have no sales, so they don't count as orders.
Profit
Profit shows what the sales earned after what the products cost you:
- Sales before tax: SandStar's prices include sales tax, so each product line counts its share of the order's amount before tax.
- Cost: each product's landed unit cost × items sold. The landed unit cost comes from your purchase orders: when one closes, each product's cost becomes its box price plus its share of fees and shipping, divided by the units in a box. Until a purchase order for it closes, a product's box price ÷ units per box counts instead. Refunded items count back.
- Profit and its margin.
Profit counts only products that have a cost, so a missing cost never makes the margin look better than it is. Not counted lists the products sold with no cost yet, usually products not in Inventory or with no box price, with their sales before tax. Add them to Inventory or receive them on a purchase order and they join the profit.
By machine, By day and By product show profit too (and margin for machines and products); "—" means nothing there has a cost yet. Costs are each product's current cost, not what it cost on the day it sold.
Add sales from a file
For months before you connected SandStar (or without the connector): in SandStar VMS open Report Management → Sales Report, pick the dates, click Search, then Export Order Details, and download the file from Notifications. On Sales, under Add sales from a file, choose it. It replaces the sales for the days the report covers, so adding the same file twice doesn't double anything. The upload shows in the connector's import history.
Related
- Connected appsLink TicketStacker to the other systems your company uses, with your own accounts: SandStar, Nayax, Cantaloupe, Lightspeed, Shopify, ReCharge, QuickBooks, Google Drive and Microsoft 365.
- InventoryTrack warehouse stock, order packs and bundles from vendors, turn receipts into orders, restock machines from a pick list, and count stock. An add-on.
Still stuck? Email hello@ticketstacker.com. A real person reads every message.