Reports on GrownBy
GrownBy provides many ways to look at your farm’s financials and trends. Under the Reports tab, accessible from the Farmer Dashboard, you can view and download reports that will update you on sales, customer data, and payments.
Sales
The Sales reports in this section are based on order dates, not payment dates. In other words, these items have been reserved or purchased by your customers -- but not necessarily paid for. It counts the number of orders and associated items in the time frame selected. This report also includes an at-a-glance HTML view for quick reference that refreshes when new dates are selected.
What is included in Gross Sales?
Orders, Not Payments
In the sales report and exports, “gross sales” is calculated by tallying all of the non-cancelled items in your orders during a given date range. If the date range you choose is 06/01/23 to 09/30/23, then all Orders placed within this range will be included. Gross Sales provides you with a dollar amount associated with products that have moved through your shop, but not necessarily the amount of money you have earned from those products. Therefore, you should use this Sales Report to understand what products you have sold, not to understand the amount of money you have actually earned.
Discounts
Discounts are deducted from this sales number.
Farm Credit
Purchased Farm Credit is shown and counted in this total.
Farm credit awarded by the farmer but not purchased by the customer is not shown in this total, as it wasn’t part of a “sale.”
Any product purchased with Farm Credit is considered as part of gross sales.
On Screen Sales Summary
When you are looking for a quick snapshot of your sales, the product sales summary (displayed on screen) is the best option
This report provides a quick view of how your product sales are progressing. To see how specific buying options are selling as well as where those products have sold, expand the Categories, then Product Names, then Buying Options. The Total column reflects gross sales.
Product Sales by Order Date
This export provides an overview of sales within an order date, as well as current inventory (as of report export date).
Fields in this report:
- Product
- SKU
- Buying Option
- Catalog or CSA Group
- Inventory Sold
Sections
- Primary Shares
- Add-on Shares
- Standard Products
- Keypad Products
- Digital Products
Product Sales by Order Date and Location
When you're looking to know where certain products have sold, this is the report for you
This export provides an overview of sales within an order date, including the location of where the items will be distributed.
Fields in this report:
- Product
- SKU
- Buying Option
- CSA Group or Catalog
- Location
- Inventory Sold
Product Sales by Units Sold and Order Date
How many pounds of carrots have I sold this year? You can find out in this report. Sales are organized by base unit.
This export provides an overview of Base Units sold by Order Date.
Fields in this report:
- Product
- Buying Option
- CSA Group or Catalog
- Location
- Units Sold
Sections
- Primary Shares
- Add-on Shares
- Standard Products
- Digital Products
Product Sales by Order Date and Category - Sorted and Unsorted
Which products have sold on what schedule? This report is useful for balancing schedules, and particularly when a farm is going to the same location multiple times a week.
These two reports show the same information, but each has unique organization. The sorted version lists a product 1 time, and then breaks down sales by buying option and location; the unsorted version includes a line per product and schedule.
Sorted
Unsorted
Customers
Who owes me money? Who has farm credit? When did that customer make their first purchase? Who hasn't joined the CSA this year? All these questions can be answered with this report.
This export provides an overview of the activity of all of your customers, as of the time of export. You cannot select a date range for this report.
Fields in this report:
- First Name
- Last Name
- Catalog (Retail, Wholesale or Register)
- Business Name (for Wholesale customers)
- Email
- Alternate Email
- Total Payments (all time)
- Total Refunds
- First Order date
- First Payment date
- Last Payment date
- Outstanding Balance
- Overdue Balance
Accounting
This section includes reports based on payments, not orders. These reports reflect all revenue (credit, debit, ACH, EBT, farm credit and offline) for your farm during the time period selected. For this reason, these reports are useful for Accounting and Bookkeeping purposes.
Due to regular payment settlement delays, there may be inaccuracies within 2 weeks of a payment in terms of any associated fees.
Sales Summary by Payment date
The sales summary is an organized view of your payments over a certain period of time. We break it into the categories that farmers need the most -- by catalogs, categories, and more.
This export provides an overview of farm revenue and sales within a given period of time, broken down into categories; payment types; and processors. There are several sections:
Sales Summary:
- Product Sales - total products paid for by credit, debit, ACH, EBT , Farm Credit and Offline within the selected time frame. This total is after discounts.
- Tips & Fees - any tips or fee coverage paid by customers during the selected time frame
- Taxes & Fee Collection - any product taxes or required fees collected during the selected time frame
- Delivery and Shipping - any delivery or shipping fees associated with a schedule and collected during the selected time frame
- Adjustments - any changes made to invoices during the selected time frame
- Manual invoices - any invoices created for a customer from their customer detail page during the selected time frame
- Total Co-op and Processing fees - the total amount of Co-op fees (2% of credit/debit/ACH + $1.50 per new ACH customer) and credit card fees during the selected time frame. At present this feature is only accurate for Stripe; Fortis fees will not be included here.
- Total Refunds - any funds returned to the customer during the selected time frame (and thus reducing your net revenue)
- Farm Revenue (Net) - total of all of the above
The following 4 sections break down your Farm Revenue (Net):
Farm Revenue (Net) = (Payment Processors + Offline + Store Credit ) - Transaction Fee Summary
Payment Processors
- Stripe
- Worldpay
- Fortis
- Forage
Offline
- Any offline payments made
Store Credit
- Items paid for by farm credit
Transaction Fee Summary
- All transaction fees
The next two sections detail Product Sales and Tip and Fee Coverage by Catalog and Payment Method
Payment method summary
Product Sales and Tip & Fee Coverage by payment Methods
Catalog Collection
Product Sales by Catalog
The next two sections detail Product Sales by Category, Type, and Location
The next two sections detail Product Sales by Category, Type, and Location
Reporting Category
Product Sales by Reporting Category
Product Type
Product Sales and Tip & Fee Coverage by Product Type
Location
Product Sales by Location
Register products and Digital products do not have a Location assigned
Farm Credit may be awarded or purchased by your customers. You may award it for CSA vacation weeks; returns; or as a special share bonus. Like offline payments, you will not see Farm Credit purchases as revenue through a payout -- unless the customer has purchased and paid for that credit during the time period selected. You can see the farm credit purchased during the selected time period under Product Sales by Payment Date.
Product Sales by Payment Date
The total of this report is the same as Product Sales from your Sales Summary, but provides product-level detail.
This report is a breakdown of Product Sales, by product, on the Sales Summary Report (detailed above).
Fields in this report
- Product
- SKU
- Buying Option
- Product Type
- Catalog
- Total
Offline Sales by Payment Date
Want to review all of your offline payments with notes? This report is for you. Easily find check numbers and other offline payments recorded over a time period.
This report is a breakdown of all offline payments, including notes, for the selected time frame. This report details all Offline Payments from the Sales Summary
Fields in this report
- Invoice
- Catalog
- Payment Date
- Customer Name
- Cash or Check Received
- Cash or Check Refunded
- Note
Payout Summary by Date
This is a quick list of all Stripe and Worldpay payouts by Payment date. Fortis and Forage payout data is not included here; we are working to resolve this issue.
Fields in this report
- Date
- Amount
- Processor
- Payout ID
Payout Summary by Date with Catalogs
This is a quick list of all Stripe and Worldpay payouts by Payment date. Fortis and Forage payout data is not included here; we are working to resolve this issue. This report breaks down each payout, including Catalog.
Payout breakdown
- ID
- Date
- Processor
- Catalog
- Tips and Fee Coverage
- Taxes and Fee Collection
- Delivery and Shipping Fees
- Adjustments
- Manual Invoices
- Total Co-op and Processing Fees
- Total Refunds
- Farm Revenue (Net)
Payout Summary by Date with Reporting Category
This is a quick list of all Stripe and Worldpay payouts by Payment date. Fortis and Forage payout data is not included here; we are working to resolve this issue. This report breaks down each payout, including Reporting Category.
Payout breakdown
- ID
- Date
- Processor
- Reporting Catagories
- Tips and Fee Coverage
- Taxes and Fee Collection
- Delivery and Shipping Fees
- Adjustments
- Manual Invoices
- Total Co-op and Processing Fees
- Total Refunds
- Farm Revenue (Net)
Payout Summary by Date with Reporting Category
This is a quick list of all Stripe and Worldpay payouts by Payment date. Fortis and Forage payout data is not included here; we are working to resolve this issue. This report breaks down each payout, including Catalog.
Payout breakdown
- ID
- Date
- Processor
- Reporting Catagories
- Tips and Fee Coverage
- Taxes and Fee Collection
- Delivery and Shipping Fees
- Adjustments
- Manual Invoices
- Total Co-op and Processing Fees
- Total Refunds
- Farm Revenue (Net)
Quickbooks Invoice Export
The following report may be utilized to import all of your invoices from GrownBy into Quickbooks, following the Quickbooks format. Invoices are generated within the time period selected; any refunds are noted within Credit Memos (next report). Credit memos do not overwrite invoice data. Invoice status may change depending on the date of export.
Quickbooks Credit Memo
The following report may be utilized to import all of your invoice credit memos from GrownBy into Quickbooks, following the Quickbooks format.
Still have questions?
We have answers. Email GrownBy support directly at [email protected], or schedule a one-on-one call with one of our team members. A real human with farming experience will get back to you as soon as possible!
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