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 his/her 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.
With that, an Order Data export shows the overall quantity sum of an entire order...no matter when the transactions happened.
So if you process an order in September, but grant wishes in October, then pull an Order Data export for September, the quantities shown in the order will reflect all transactions, no matter the date.
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.
Mismatched Inventory to Payment Transactions
In the Accounting Reports, this line item is where the total of all the inventory transactions did not match the total of all the payment transactions.
This line item could represent orders processed as “Not Paid”, when you process an order as an admin user, using the “Offline/Pay Later” feature. Hence in this situation, you are applying inventory to an order, yet receiving no funds. That is a mismatch.
This line item can also represent when existing orders have a partial or full refund processed, but the inventory stays on the order. That is a mismatch where funds are being given back to the customer and the Figure system thinking the customer still received the wines because the inventory remains on the order. That is also a mismatch of inventory to payments.
To cover yourself for later, when you may need to work with your accounting team on reporting, it is wise to apply Tags to orders that are processed as “Not Paid”. Or if you process a refund but the wine stays on the order, create a Tag representing that so you can research it later.
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. This is because Stripe is a global payments company and their credit card batch processing occurs at 12am GMT, which is equivalent to 5pm PST.