Product Sales Report: Your Window Into Store Performance

Whether your church runs a bookstore, sells event tickets, offers mission trip registrations, or sells merchandise at the kiosk, understanding what’s selling—and who’s buying—is essential. A simple list of transactions doesn’t tell you which collections drive the most revenue, which products are top performers, or which customers are your most loyal. You need a report that lets you slice the data your way.

One Report, Four Perspectives

The Product Sales Report gives you four distinct views of your store data. View sales by Collection to see which product groups (e.g., Books, Apparel, Event Tickets) generate the most revenue. Switch to by Product for unit-level analysis: which SKUs sell best, what’s the average price per unit, and how many orders each product appears in. View by Order to see each checkout as a line item—perfect for fulfillment tracking and order-level review. Or view by Customer to understand who your best buyers are, how often they purchase, and what their average order value is.

Each view includes a summary table with key metrics, a detailed line-items table grouped by your chosen dimension, and contextual metric cards that change based on the view. For example, when viewing by Product you’ll see “Product Variants” and “Avg Price / Unit”; when viewing by Customer you’ll see “Total Customers” and “Avg Spend / Customer.”

Powerful Filters and Exports

Narrow your report with date range, order status (Completed, Pending, Cancelled, Refunded), campus, collection, product, fulfillment status, and more. Use text search for customer name or email, variant, SKU, or barcode. Apply numeric filters for quantity, price, or line total—supporting exact values, ranges (e.g., 2–5), and operators (e.g., 6+ or >=100). Advanced filters let you refine by product type, vendor, requires shipping, or digital product. All active filters appear as removable chips so you always know what’s applied.

Export your data as CSV (line items or grouped summaries) or as a full Excel workbook with five tabs: Report Summary, Line Items, By Collection, By Product, By Order, and By Customer. The Excel export includes metadata, key metrics, and formatted numbers. For very large datasets (over 10,000 line items), the Excel button is disabled and you’ll use CSV exports instead.

AI-Powered Insights and Order Details

The report includes an AI-powered Sales Intelligence & Insights panel that analyzes your data and produces an executive summary. The analysis adapts to your chosen group-by mode and active filters, highlighting top performers, watch items, and recommended actions. Expand or collapse the full analysis as needed.

Click any line item row to open the invoice modal—a full-screen view of the order with customer details, items, totals, fulfillment status, and shipping information. When you close the modal after making changes, the page restores your scroll position and briefly highlights the row you clicked.

In this article, we’ll overview the OnlineGiving.org Product Sales Report feature.

Product Sales Report User Guide

The Product Sales Report is available at /admin/paymentreports/product_sales. It provides comprehensive analytics for your church store, including product and collection sales, order-level breakdowns, and customer spending analysis. The report supports multiple group-by modes, rich filters, CSV and Excel exports, an AI executive summary, and an invoice modal for quick order review.

Key Takeaways

• Four Group-By Modes: View data by Collection, Product, Order, or Customer—each with its own summary table and metric cards.
• Rich Filters: Date range, status, campus, collection, product, fulfillment, customer search, variant, SKU, barcode, product type, vendor, and numeric range filters.
• Summary Tables: Grouped breakdown with revenue, units, % share, and contextual columns (e.g., orders, avg price, fulfillment).
• Exports: CSV (line items or grouped by Collection/Product/Order/Customer) and full Excel workbook with five tabs.
• AI Summary: Sales Intelligence & Insights panel with AI-powered analysis tailored to your view and filters.
• Invoice Modal: Click any row to open the full order invoice in a modal.

Table of Contents

1. Accessing the Product Sales Report
2. Date Range and Status Filters
3. Multi-Select Filters (Campus, Collection, Product, Fulfillment)
4. Group-By Modes (Collection, Product, Order, Person)
5. Summary Tables and Metric Cards
6. Search and Refine Filters
7. CSV and Excel Exports
8. Invoice Modal
9. AI Summary Panel
10. Multi-Campus Behavior
11. Frequently Asked Questions

Accessing the Product Sales Report

How to Open the Product Sales Report

1. Log in to the control panel.
2. Click “Payments” in the left navigation menu.
3. Click “Reports” to open the Payment Reports hub.
4. Click the “Product Sales Report” card.

You can also navigate directly to /admin/paymentreports/product_sales. From the Products, Product Collections, or Checkouts pages, use the quick links in the page header to jump to the Product Sales Report.

Date Range and Status Filters

Date Range

The Date Range filter controls which orders are included. Click the date picker to open the calendar. You can select a custom range or use presets such as Last Week, Last Month, Last Quarter, Last Year, or Year to Date. The default when no range is specified is the last 90 days. Dates use your organization’s configured timezone.

Order Status

The Status dropdown filters by checkout status:

• Completed: Paid orders (default)
• Pending: Orders not yet completed
• Cancelled: Cancelled orders
• Refunded: Refunded orders

Most reports use Completed to focus on actual sales. Switch to Pending to review unfulfilled orders, or to Cancelled/Refunded for reconciliation.

Multi-Select Filters (Campus, Collection, Product, Fulfillment)

The Narrow Results section includes multi-select dropdowns. Select one or more values to filter the report. When nothing is selected, all values are included.

Campus

The Campus filter appears only when your organization has two or more campuses. Select one or more campuses to limit results to products assigned to those campuses. Use All Campuses (or leave unselected) to include all.

Collection

Filter by Collection to include only products that belong to the selected collection(s). Products can belong to multiple collections; selecting a collection includes all products in that collection.

Product

Filter by Product to include only the selected product(s). Use the search box inside the dropdown to quickly find products by name.

Fulfillment

Filter by Fulfillment status (e.g., Shipped, Completed, Pending) to focus on orders in a specific fulfillment state. Multi-select allows combining statuses.

Active filters appear as removable chips above the report tables. Click the X on a chip to remove that filter and re-run the report.

Group-By Modes (Collection, Product, Order, Person)

The View By control lets you switch between four group-by modes. The same control appears in the filter panel and in the line items table header. Both stay in sync.

Sales by Collection

Groups revenue by product collection. Shows each collection’s product count, units sold, revenue, and percentage of total. Products in multiple collections appear under each, so collection subtotals may exceed the grand total. Uncategorized products (those not in any collection) appear under “Uncategorized.”

Sales by Product

Groups by individual product and variant (e.g., Size: Large, Color: Blue). Shows product thumbnail, title, variant, campus (if multi-campus), units sold, order count, revenue, average price per unit, and percentage share. Best for identifying top-selling SKUs and pricing analysis.

Sales by Order

Groups by order number. Shows each order’s date, customer name and email, item count, total, and fulfillment status. Sorted by most recent first. Ideal for fulfillment tracking and order-level review.

Sales by Customer

Groups by customer email. Shows each customer’s total orders, units purchased, total spent, average order value, and percentage of revenue. Guest checkouts (no email) are grouped as “Guest / No Email.” Useful for identifying top customers and repeat buyers.

Summary Tables and Metric Cards

Metric Cards

At the top of the report, four metric cards display key numbers. The labels change based on the active group-by mode:

• By Collection: Total Revenue, Total Collections, Total Units Sold, Avg Revenue / Collection (or Gross Margin if cost data is available)
• By Product: Total Revenue, Product Variants, Total Units Sold, Avg Price / Unit (or Gross Margin)
• By Order: Total Revenue, Total Orders, Total Items, Avg Order Value (or Gross Margin)
• By Customer: Total Revenue, Total Customers, Total Units, Avg Spend / Customer (or Gross Margin)

When cost data is available for at least 50% of line items, a Gross Margin card replaces one of the contextual cards, showing margin dollars and percentage.

Grouped Summary Table

Below the metric cards, the Grouped Summary table shows the breakdown for the active group-by mode. Columns vary:

• Collection: Collection name, Products, Units, Revenue, % Share
• Product: Product (with thumbnail), Variant, Campus (if multi-campus), Units, Orders, Revenue, Avg Price, % Share
• Order: Order #, Date, Customer, Items, Total, Fulfillment
• Customer: Customer, Email, Orders, Units, Total Spent, Avg Order, % Share

A Grand Total row appears at the bottom. The table header includes an Export button to download the summary for the current group-by mode as CSV.

Line Items Table

Below the summary, the Line Items table shows individual checkout items grouped by the selected dimension. Each group has a header row with the group label and subtotal (e.g., “Product Total: $X.XX (Y units)”). Columns include Order #, Date, Customer, Product (with thumbnail), Campus (if multi-campus), Variant, Qty, Price, Total, and Fulfillment. Click any column header to sort by that column (Order #, Date, Customer, Product, Qty, Total).

Search and Refine Filters

The Search & Refine section provides text and numeric filters:

• Customer: Search by name or email (partial match)
• Variant: Search by variant text (e.g., “Large” or “Blue”)
• Qty: Numeric filter—exact (3), range (2–5), minimum (6+ or >=6), or operators (>, <, >=, <=)
• Price: Same numeric options for line item price
• Total: Same numeric options for line item total

Click More to expand Advanced Filters:

• SKU: Search by product SKU
• Barcode: Search by barcode (ISBN, UPC, etc.)
• Product Type: Multi-select from your product types
• Vendor: Multi-select from your product vendors
• Requires Shipping: Yes, No, or All
• Digital Product: Yes, No, or All

Press Enter in any text field to submit the form and run the report.

CSV and Excel Exports

CSV Export

Use the Export CSV dropdown (in the page header or table header) to choose an export type:

• All Line Items: Every line item with full details (order #, date, customer, product, campus, variant, SKU, qty, price, total, fulfillment, barcode, vendor, product type, shipping, digital, cost per item, order-level fields)
• By Collection: Grouped summary with collection, products, units, revenue, % share
• By Product: Grouped summary with product, variant, campus, vendor, type, units, orders, revenue, avg price, % share
• By Order: Grouped detail with order-level and line-level columns
• By Customer: Grouped detail with customer-level and line-level columns

The CSV download uses your current filters and date range. Filenames include a timestamp.

Full Report (.xlsx)

The Export Full Report (.xlsx) button downloads a single Excel workbook with five tabs:

1. Report Summary: Metadata (organization, date range, filters), key metrics (revenue, units, unique products, customers, orders), and a note about collection subtotals
2. Line Items: All line items with the same columns as the CSV line items export
3. By Collection: Grouped summary and detail by collection
4. By Product: Grouped summary and detail by product
5. By Order: Grouped summary and detail by order
6. By Customer: Grouped summary and detail by customer

The Excel export is limited to 10,000 line items. If your filtered result exceeds that, the button is disabled and a message explains the limit. Use CSV exports for larger datasets.

Invoice Modal

Click any line item row in the report to open the invoice modal. The modal loads the full order details via AJAX, including customer information, all items in the order, subtotals, tax, shipping, discounts, and fulfillment status. You can update fulfillment status or view shipping details without leaving the report.

When you close the modal after making changes that trigger a page reload, the report restores your scroll position and briefly highlights the row you clicked so you can easily find your place.

AI Summary Panel

The Sales Intelligence & Insights panel uses AI to analyze your product sales data. It produces an executive summary tailored to your active group-by mode and filters. The analysis includes:

• Sales Performance Overview: Assessment of overall store performance with specific dollar amounts
• Top Performers: Highest-revenue collections, products, orders, or customers (depending on view)
• Watch Items: Areas warranting attention (underperforming items, fulfillment gaps, pricing observations)
• Recommended Actions: Concrete next steps for the store manager

The panel loads asynchronously. If the analysis is long, a “View Full Analysis” button appears to expand the content. A disclaimer notes that AI can make mistakes, so double-check important findings.

Multi-Campus Behavior

For churches with multiple campuses:

• The Campus filter appears in the Narrow Results section. Select one or more campuses to limit products to those campuses.
• In Sales by Product view, a Campus column appears in the summary table and line items table.
• Exports include campus data when applicable.

If your organization has a single campus, the campus filter and campus column are hidden.

Frequently Asked Questions

Why do collection subtotals exceed the grand total?

Products can belong to multiple collections. When viewing Sales by Collection, each product appears under every collection it’s assigned to. So the same sale is counted in each collection’s subtotal. The grand total is the true sum of all line items; collection subtotals can add up to more than that. A footnote on the report explains this.

What is the difference between “All Line Items” and “By Product” CSV export?

All Line Items exports every individual checkout item as a row—one row per product in each order. By Product exports a grouped summary: one row per product/variant with aggregated units, orders, revenue, average price, and percentage share. Use All Line Items for detailed reconciliation; use By Product for high-level product performance analysis.

Why is the Excel export button disabled?

The Excel export is limited to 10,000 line items to ensure reliable generation and reasonable file size. If your current filters return more than 10,000 items, the button is disabled and a tooltip explains the limit. Narrow your date range or add filters (e.g., campus, collection, product) to reduce the result set, or use the CSV exports which have no such limit.

How do I schedule the Product Sales Report to be emailed?

Click the “Email” button in the page header to open the email settings modal. Configure recipients, frequency (weekly, monthly, etc.), and save. Each group-by mode (Collection, Product, Order, Customer) has its own email schedule, so you can receive a “Sales by Product” report weekly and a “Sales by Customer” report monthly if desired.

What does “Guest / No Email” mean in Sales by Customer?

Checkouts completed without an email address (e.g., guest checkout) are grouped together under “Guest / No Email.” Their revenue and units are aggregated, but they cannot be attributed to individual customers. To improve customer tracking, encourage customers to create an account or provide an email at checkout.

Can I sort the line items table?

Yes. The columns Order #, Date, Customer, Product, Qty, and Total are sortable. Click a column header to sort by that column; click again to toggle between ascending and descending. The active sort is indicated by an arrow icon. Campus, Variant, Price, and Fulfillment are not sortable.

Where can I find the Product Sales Report from other pages?

From the Products, Product Collections, or Checkouts pages, use the quick links in the page header (often under a dropdown or menu). Each provides a direct link to the Product Sales Report. From Checkouts, you can also link with the current date range and status pre-filled.

Need help setting up your store or interpreting the Product Sales Report? Contact us at support@onlinegiving.org or (615) 206-4000. OnlineGiving.org provides courtesy setup assistance to help you get the most from your payment reports.