This report shows what was sold (eg tickets, food, memberships, merchandise) and how much money came in over a specific day or date range.
Who can see it: Only staff with the Can access Sales reports permission in Venue Manager. Administrators and managers have this permission by default.
How this report helps manage sales
This report provides a detailed breakdown of product sales by individual items, allowing venues to:
- Track best-sellers: See which food items or ticket types are selling the most and stock up accordingly.
- Compare sales by channel: Check if more sales came from online bookings (checkout) or walk-ins (POS).
- Review POS performance: Find out which POS device handled the most product sales during a busy period.
This report is different from the Detailed Transactions report. Instead of showing total amounts for full transactions (including gratuities/tips), it focuses only on product sales, excluding tips.
Cash versus accrual
Venues can use this report whether they follow cash or accrual accounting. Additional columns are provided depending when accrual accounting is enabled in Settings > Account > Venue settings.
-
Cash accounting:
Payments are recorded when money is actually received. This method is useful for tracking daily cash flow (eg how much cash should be in the till at the end of the day). -
Accrual accounting:
Revenue is recorded when it’s earned—when the service is delivered. In ROLLER, revenue is recognized when tickets are redeemed at POS or expire if unused.
Example: If a guest books tickets today for a future date, the revenue is recorded when the tickets are redeemed or expire.
For venues using accrual accounting, additional columns are included in the report to track recognized revenue accurately, such as:
- Quantity Recognized
- Gross Revenue
- Tax Payable
- Net Revenue
These columns help venues distinguish between upfront payments (funds received) and revenue recognition (when services are delivered), giving a complete financial picture.
Run the report
- From Venue Manager, go to Reports > All reports.
- Search for and select the Detailed Product Sales report.
- The report defaults to showing results for yesterday. Use the date selector to choose a different date or time frame.
Select the star icon to favorite this report so it appears at the top of the All reports page.
Filter results
- The date selector at the top of the page lets you set the date or time frame for the report.
- The filters help you refine results by booking location (sales channel), payment device, specific products, or product categories you’ve created.
If you’re using the product category filter, make sure the products you want to include are correctly assigned to the appropriate category. Product categories allow you to group related products for reporting purposes (eg party packages and their included stock items). Don’t forget to assign any new products to a category when you create them.
| Filter | Description |
|---|---|
| Booking location (sales channel) | Use this filter to select where transactions were processed. Here’s what each option means:
|
| Product | This filter allows you to include or exclude specific products from the report. You can also report on a specific group of products using product categories.
|
Review filtered results
At the top of the report, you’ll see the following aggregated totals based on your selected filters.
| Metric | Description |
|---|---|
| Gross sales | The total value of all items sold before any discounts are applied, regardless of whether payment has been received, calculated as quantity sold x item price, excluding discounts and transaction fees. |
| Funds received | The total amount of payments collected during the selected time period, excluding gratuities (tips). This helps you track cash flow and reconcile payments with your bank. Tips are excluded because they are recorded at the transaction level, not at the item level. |
| Gift cards redeemed | Indicates the value of product purchased using pre-paid gift cards as a payment type, which helps track gift card usage. |
Available columns
If your venue uses accrual accounting, additional columns are automatically added to the report.
To display additional columns that aren’t shown by default, right-click on the table and select the columns you want. Once you’ve set up the view as needed, save it so you can quickly access it later.
| Mertic/attribute | Description |
|---|---|
| Cash & accrual | |
| Product Name | The name of the product or service sold. Each product variation sold has its own line "Product name - variation name". |
| Quantity Sold (Qty sold) | The total number of items sold per product variation. Quantity is based on when the guest purchased the item, regardless of whether the purchase has been paid for in full or the tickets redeemed. |
| Amount ($) | Price set for each product variation in product settings. |
| Discounts ($) | The total value of discounts applied on collected payments (funds received). |
| Gross Sales ($) | The total booking value before discounts are applied, including tax. Formula: Gross sales = Quantity sold x item amount |
| Funds Received ($) | The actual money collected after discounts are applied, including taxes and fees. |
| Gift Cards (GC) Redeemed ($) |
The total value of gift cards used to pay for products. |
| Fees ($) | The amount of fees applied to items when paying online. |
| Credit Card Fees ($) | The fees charged to guests for online payments. |
| Ticket Fees ($) | The value of per ticket fees charged for each product. |
| Modifiers Amount (or Party package gross sales) ($) |
The funds received from modifiers sold (eg coffee add-ons). For party packages, this column shows the total booking value. |
| Vouchers Redeemed ($) | The total value of vouchers redeemed to purchase products (eg Groupon). |
| Reporting Category | The reporting or general ledger category assigned to each product. |
| Accrual only | |
| Quantity Recognised (Qty Recognised) ($) | The number of tickets/products recognized as revenue. Revenue is recognized when the item is redeemed at POS or is no longer valid and expires (accrual accounting). |
| Gross Revenue ($) | The total recognized revenue, including tax, based on redemption at POS or expiration. |
| Tax payable ($) | The total tax on recognized revenue (accrual accounting). |
| Net revenue ($) | The total value of revenue excluding tax based on redeeming tickets at POS or expirty (accrual method). Formula: Net revenue = Gross revenue - Tax payable. |
Export and download the report
- Select the download button at the top right of the page.
- Select Export (CSV).
- Select Alert me when complete to confirm the action. ROLLER will generate the data in the background.
- Once the report is ready, a red dot appears on the notifications icon (bell) at the bottom of the main menu. Select to open the notifications panel and download the file.
Frequently asked questions
What's the difference between Gross Sales and Funds Received?
Gross Sales is simply a calculation of price multiplied by the quantity sold for all of your items.
Total Funds Received is the actual amount of money that has been received by the venue and will account for fees, discounts and partial payments. If guests make partial payments (eg deposits or installment payments), the total reflects only the amount that has actually been paid so far, not the full booking value.
Total Funds Received is the actual amount of money that has been received by the venue and will account for fees, discounts and partial payments. If guests make partial payments (eg deposits or installment payments), the total reflects only the amount that has actually been paid so far, not the full booking value.
Why does funds received not match funds paid out?
You may notice that some transactions are recorded the day after it actually occurs.
This is because the payment gateway has a different cut-off time for recording transactions. This report runs from midnight to midnight, whereas the payment gateway may have an earlier cutoff time (ie 5 PM).
This is because the payment gateway has a different cut-off time for recording transactions. This report runs from midnight to midnight, whereas the payment gateway may have an earlier cutoff time (ie 5 PM).
Why am I seeing 0 quantity sold but there are funds received?
The Quantity Sold column reflects the booking date, while the Funds Received column reflects the payment date.
For example, if a booking is made today and payment is taken tomorrow, the Quantity Sold will update today with the booked items.
However, the Funds Received will be updated tomorrow, showing the payment with no additional quantity sold.
For example, if a booking is made today and payment is taken tomorrow, the Quantity Sold will update today with the booked items.
However, the Funds Received will be updated tomorrow, showing the payment with no additional quantity sold.
How is quantity sold impacted by a booking cancellation?
The quantity sold decreases on the date of cancellation, not the date of sale (if different).