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?
Using a query constraint is optional. If you add a 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 includes two tabs. Which tab you use depends on how discounts were applied at the time of sale.
Data Tab
Format: One row per order
Use case: Tracking legacy order-level discounts
Important note: As of the 11/4/25 discount update, all discounts now apply at the line-item level, so this tab is only necessary when reviewing orders dated before 11/4 that used order-level discounts.
Line Items Tab
Format: One row per product sold
Use case: Most accurate view for line-item discounts, promotional units, and product-level analysis
Post-update relevance: Starting 11/4/25, this becomes the primary source of truth for discounts, promos, and unit-level data.
If You Used Both Discount Types Prior to 11/4/25
For any period crossing the 11/4 update, you may need to pull from both tabs to produce a complete picture of discount activity.
Use Data Tab for pre-11/4 order-level discounts
Use Line Items Tab for all line-item discounts and promos
Then combine into a consolidated summary, typically grouped by:discount type
units sold
total discount applied
net sales impact
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