How to Manage Sales Reports in Magento CE and EE

Table of Contents


This article provides basic information about how you can run sales reports in Magento Community Edition (CE) and Enterprise Edition (EE). The information is based on CE 1.7 and EE 1.12; some options discussed here might not apply to earlier versions.

Sales reports summarize sales information for a designated scope and period of time, and include the following:

Report type Description
Orders Information related to sales orders—including the sales, invoice, refund, shipping, and discount amounts for all orders created or updated.
Tax Tax amounts grouped by tax rates which are applied to sales orders invoiced.
Invoiced Number of orders created and invoiced and also invoice-related amounts grouped by tax rates.

Shipping amount information for each shipping method used in the orders invoiced.

Note: The report includes invoices of zero amount (that is, the purchase is fully covered by a gift card or other form of credit) and of zero shipping (that is, free shipping).

Refunds Refunded sales orders, including those refunded online and offline.
Coupons Aggregated coupon orders.
PayPal Settlement Reports Transactions that affect settlement of funds as well as a summary of each currency held by the account, total debits and credits, and beginning and ending balances.

Step 1: Getting Started

This section discusses how to start running reports and explains the options common to most reports.

To run sales reports:

  1. Log in to the Admin Panel as an administrator.
  2. Click Reports > Sales > report type, where report-type is discussed in Overview.
    The following message displays at the top of the page for certain reports to indicate you should update statistics:

    The preceding message indicates you should update the statistics if your system time zone changed. You can also refresh statistics immediately before running a report to see the most up-to-date information.
    The following reports require a statistics update:
    • Invoiced
    • Shipping
    • Refunds
    To refresh statistics for one of the preceding reports, click the word here in the message. To refresh statistics for more than one report at a time, click the word statistics.
  3. All reports (except PayPal settlement reports) display the following set of options.

  4. More information about these options is discussed in the sections that follow.
Note: For more information about PayPal settlement reports, see How to Set Up and Run PayPal Settlement Reports in Magento CE and EE.

Step 2: Select Web Sites for the Report

You can run a report for one web site or for all web sites.

To choose a web site, from the Show Report For list, click the name of the web site for which you want to view the report. A sample follows.

Step 3: Select Report Options

The following table discusses the meanings of available options for reports.

Report option Description
Match Period To

Select the criteria on which report data matches. Options vary by report. The following list discusses all available options.

  • Order Created Date: Date on which the order was created.
  • Order Updated Date: Date on which the order was last updated.
  • Last Invoice Created Date: Date on which the most recent invoice was created.
  • First Invoice Created Date: Date on which the first invoice was created.
  • Last Credit Memo Created Date: Date on which the most recent credit invoice was created.

Choose how to aggregate report data. Report data displays as one row per the following time period options:

  • Day
  • Month
  • Year
From (Required.) Enter or select a beginning date for the report.
To (Required.) Enter or select an ending date for the report
Order Status

Click Any to display results for any order status or click Selected to narrow the report results to one or more status types you select.

(Tip: To display results for more than one order status type, hold down the Control key while clicking.)

Empty Rows Specify whether or not to display empty rows in the report.
Show Actual Values

Not available for all reports.

Click Yes to show actual values in the report.

Click No to display estimated values in the report.

Step 4: View or Export the Report

You can view the report on-screen or you can export it in comma-separated value (.csv) or Excel XML formats.

The following figure shows an example.

To view or export the report:

  1. To display the report on-screen, click View Report (at the top right of the page).
  2. To export the report, at the bottom of the page, click one of the following from the Export to list:
    • CSV to export to comma-separated value list, which you can import into a variety of applications, such as Microsoft Excel and others.
    • Excel XML to export to an XML format that can be used in Microsoft Excel.
    • Click Show Report or Export.

Running PayPal Settlement Reports

For details, see How to Set Up and Run PayPal Settlement Reports in Magento CE and EE.


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