Vendors often request reports to review product performance or reconcile credits from recent promotions. Each vendor may ask for a different level of detail, so this article walks you through the common data points they care about and how to extract them from Meadow’s Orders Report.
If you are creating a reimbursement report following a deal, the setup of your promotions (order-level vs. line-item discounts) will affect how this report is generated. Use this guide as general direction to build and share a clean, accurate report.
Step 1: Access the Orders Report
The Orders Report is the most robust reporting tool Meadow offers for fulfilled transaction data. It includes detailed information across both orders and individual products sold—making it the best source of truth when vendors request sales summaries or credit reimbursement reports.
Go to Admin > Reports > Orders
Select your desired date range
Do I use a query constraint?
Use the brand query before generating the report — this will filter data to only orders containing the selected brand.
If you don’t filter by brand in the query, open the report and filter the Line Items tab manually using either the Brand or Vendor column. These columns are on the very end of the report on the right hand side, keep scrolling.
Step 2: Understand the Report Structure and What You Need to Extract
What do you need to find? Ask yourself:
Did I sell promotional units for $0.01? Did I use a discount or update the product's retail price?
Am I expecting vendor credit for a discount I applied? Or total units sold?
Did I use sales pricing instead of a discount?
These factors will impact what you need to look for in the report.
If you used promotional units, you can filter the report to view how many units were sold.
If you used a discount, you can filter the report to view how many times the discount was used, on what products, and at what cost.
If you used sales pricing to mark down the product's retail price, you can filter by "On Sale," and compare the "Original List Price" with the "Unit Price"
Understand the Report Structure
The Orders Report contains multiple tabs. Depending on how your dispensary applies discounts, you’ll need to use one or both of these:
Data Tab: One row per order. Best for tracking order-level discounts.
Line Items Tab: One row per product sold. Best for viewing product-level details and line-item discounts. If you are tracking promotional units sold, the Line Items tab will do the trick.
If you use both discount types, you’ll need to consolidate key data from both tabs into a clean summary.
Pro Tip: For the cleanest, most vendor-friendly credit reimbursement reports, always apply line item discounts. This ensures discount details are attached to specific products.
Want to use more line item discounts? Set deals to apply automatically.
When you create a new discount (like 30% off STIIIZY products), set the discount to apply automatically and select the brand STIIIZY. When you use conditions in automatic discounts, they will automatically apply line item discounts to the cart, simplifying vendor credit reports.
Learn more here: How can I automate and cap discounts?
Step 3: Key Values to Include
We are always releasing updates to the orders report which will impact column headers! Be sure to review Row 1 in each tab to carefully to ensure you are using the best data point.
Here are the most commonly requested data points that Vendors want included in your credit reimbursement report:
Value | Found On | Notes (if applicable) |
Date & Time | Data and Line Items tabs | When the order was placed vs when the order was fulfilled; these are tracked separately in two different columns |
Order ID | Data and Line Items tabs | Unique order reference; repeats on Line Items tab because 1 Order ID is used for multiple line items sold. |
Product Name | - Data: comma-separated list - Line Items: one per row |
|
Quantity Sold | Quantity on the line Items tab | Total units sold per row |
Gross Sales | Retail price on the line Items tab | Pre-discount retail price |
Discounts | - Order-level: Data tab - Line-item: Line Items tab | Discount titles only appear in their respective tabs, but sums are available in both. |
Discount Totals | Data and Line Items tabs |
|
Cost Per Unit | - Line Items: per item - Data tab: summed total cost of goods |
|
Category | Line Items tab |
|
Sales Price | Line Items tab | The optional but common 'slash through' price feature that is set on the product's profile below retail price |
Step 4: Clean & Consolidate Your Report
After generating your report:
Highlight only the relevant columns from the Data and/or Line Items tab
Delete unnecessary data and extra tabs
Only include what's necessary—don’t overshare!
Pro tip: Set yourself up for success—Create a Google Sheet for each of your Vendors to track credit reimbursements. Consider copying the data from the Orders report into a clean spreadsheet to make it easier for you to track completed and outstanding credits; create a new tab to track each reimbursement report, then mark it 'paid' once you have received credit, and share it with your vendors.
Example: Sending a Credit Report
To send a clean vendor credit report showing recent sales activity:
Go to Reports > Orders
Choose your date range (e.g., for the last 30 days)
After the report generates, open the Line Items tab
Filter to the specific brand or vendor
Highlight and copy the relevant data (columns like date, product, quantity, retail price, cost per unit, discounts applied, etc)
Paste this data into a new spreadsheet
Share with your vendor
This process ensures you’re sharing accurate, relevant information to support vendor reviews, credit reimbursements, or future deal negotiations.
Want to learn more?
Video Training: Getting the Most out of Meadow's Reports - Overview of Meadow's Reports with a deep dive of the Orders, Current Inventory, and Customers Reports