Sales Invoice Totals by Item — Complete User Guide — Two Accounts Web

Comprehensive guide for generating, analysing, and understanding the Sales Invoice Totals by Item report — per-item sales totals from invoices and credit notes across multiple comparative periods

Table of Contents

1. What Is the Sales Invoice Totals by Item Report?
   • Purpose and Structure
   • Item Types Supported
2. Enabling from the Customize Menu
3. Field-by-Field Guide
   • Report Header Fields
   • Report Columns (Periods)
4. Settings Configuration
   • Inventory Items
   • Non-Inventory Items
5. Creating a Sales Invoice Totals by Item Report
6. How the Report Is Calculated
   • Transaction Reads
   • Item Grouping
   • Amount Calculation
   • Sign Convention
   • Sorting
7. Drill-Down Capabilities
8. Sample Data and Report Output
   • Sample Setup
   • Report Output
   • Verification of Calculation
9. Common Issues and Solutions
10. Accounting Regulation Compliance

1. What Is the Sales Invoice Totals by Item Report?

The Sales Invoice Totals by Item report shows total sales amounts for each item sold, grouped from sales invoices and credit notes across multiple comparative periods. Each row represents an inventory item, non-inventory item, or inventory kit, with columns for each period's total sales.

This report helps you analyse which items are selling best, track sales trends across periods, and identify declining or seasonal products.

1.1 Purpose and Structure

The report shows for each item:

• Item name and code — displayed as "Code — Name"
• Per period column — the net sales amount (invoices minus credit notes) for each period
• Sorted by highest first — items are sorted by their first period total descending
• Total row — a grand total at the bottom

1.2 Item Types Supported

2. Enabling from the Customize Menu

The Sales Invoice Totals by Item report appears under:

• Reports → Customers → Sales Invoice Totals by Item

The report is only visible when the Customers tab is enabled in Customize Menu. No additional toggle is needed.

3. Field-by-Field Guide

3.1 Report Header Fields

Location: Reports → Customers → Sales Invoice Totals by Item → New Report

3.2 Report Columns (Periods)

Each report can contain one or more period columns for comparative analysis (e.g. Q1 vs Q2).

4. Settings Configuration

4.1 Inventory Items

Location: Settings → Inventory Items

Each inventory item's name and code are used in the report. Items that have never been sold (no sales invoices or credit notes) are not shown.

4.2 Non-Inventory Items

Location: Settings → Non-Inventory Items

Non-inventory items (services, fees, etc.) are also included in the report when they appear on sales invoices.

5. Creating a Sales Invoice Totals by Item Report

1. Go to Reports → Customers → Sales Invoice Totals by Item
2. Click New Report
3. Enter a Description (optional)
4. Add Periods:
   • Click Add to add a period column
   • Enter the From Date and To Date
   • Optionally enter a custom Column Name
   • Add additional periods for comparative analysis
5. Click Save
6. The report generates showing each item's sales totals per period

6. How the Report Is Calculated

6.1 Transaction Reads

The system reads all General Ledger transactions where the source document is a Sales Invoice or Credit Note and the transaction line references an Inventory Item, Non-Inventory Item, or Inventory Kit. Only lines that have an item reference are included.

6.2 Item Grouping

Transactions are grouped by the item reference on each invoice line. Each unique item — whether Inventory Item, Non-Inventory Item, or Inventory Kit — becomes a row in the report. The item's display name is used as the row label (e.g. "Widget-A" or "Consulting Fee").

6.3 Amount Calculation

Item Total per Period = Sum of (account currency amount) × −1
    for all transaction lines where:
    • The document is a Sales Invoice or Credit Note
    • The line references this item
    • The date is between FromDate and ToDate

6.4 Sign Convention

The account currency amount is multiplied by −1 to convert the accounting sign (where credits are negative) to a positive sales number. Sales Invoice lines produce positive amounts (revenue credits are stored as negative, so × −1 makes them positive). Credit Note lines produce negative amounts (revenue reductions are stored as positive debits, so × −1 makes them negative, correctly reducing the total).

6.5 Sorting

Items are sorted by their first period total in descending order — the best-selling item appears first. A total row is added at the bottom.

7. Drill-Down Capabilities

Each item total in any period column is clickable. Clicking any cell opens a transaction viewer showing the individual Sales Invoice and Credit Note lines behind that item's total for that period.

8. Sample Data and Report Output

8.1 Sample Setup

A trading company sells three items. The following sales transactions occurred during Q1 2026:

Items

Sales Transactions

8.2 Report Output

Sales Invoice Totals by Item
For the period: 1-Jan-2026 to 31-Mar-2026

                  Jan-2026     Feb-2026     Mar-2026       Total
━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━━
Widget Alpha       100,000      140,000      200,000      440,000  ¹
Consulting Svc      20,000            0       30,000       50,000  ²
Widget Beta         25,000       40,000       30,000       95,000  ³
                   ───────      ───────      ───────     ─────────
Total              145,000      180,000      260,000      585,000  ⁴

Notes:

1. Widget Alpha: Jan = SI-001 line (100 × 1,000 = 100,000). Feb = SI-003 (150 × 1,000 = 150,000) − CN-001 (10 × 1,000 = 10,000) = 140,000. Mar = SI-005 (200 × 1,000 = 200,000). Total = 440,000.
2. Consulting Service: Jan = SI-001 line (10 × 2,000 = 20,000). Mar = SI-004 (15 × 2,000 = 30,000). Total = 50,000.
3. Widget Beta: Jan = SI-002 (50 × 500 = 25,000). Feb = SI-003 (80 × 500 = 40,000). Mar = SI-004 (60 × 500 = 30,000). Total = 95,000.
4. Grand Total: Jan = 100,000 + 20,000 + 25,000 = 145,000. Feb = 140,000 + 0 + 40,000 = 180,000. Mar = 200,000 + 30,000 + 30,000 = 260,000. Total = 440,000 + 50,000 + 95,000 = 585,000.

8.3 Verification of Calculation

PER-ITEM VERIFICATION:

  Widget Alpha:
    SI-001:  100 × 1,000 = 100,000 (Jan)
    SI-003:  150 × 1,000 = 150,000 (Feb)
    CN-001:  −10 × 1,000 = −10,000 (Feb)
    SI-005:  200 × 1,000 = 200,000 (Mar)
    Total:   100,000 + 150,000 − 10,000 + 200,000 = 440,000 ✓

  Consulting Service:
    SI-001:   10 × 2,000 = 20,000 (Jan)
    SI-004:   15 × 2,000 = 30,000 (Mar)
    Total:   20,000 + 30,000 = 50,000 ✓

  Widget Beta:
    SI-002:   50 × 500 = 25,000 (Jan)
    SI-003:   80 × 500 = 40,000 (Feb)
    SI-004:   60 × 500 = 30,000 (Mar)
    Total:   25,000 + 40,000 + 30,000 = 95,000 ✓

PERIOD VERIFICATION:

  Jan: 100,000 + 20,000 + 25,000 = 145,000 ✓
  Feb: 140,000 + 0 + 40,000 = 180,000 ✓
  Mar: 200,000 + 30,000 + 30,000 = 260,000 ✓
  Total: 440,000 + 50,000 + 95,000 = 585,000 ✓

DR = CR VERIFICATION:
  SI-001 (Widget Alpha):   Dr AR... / Cr Revenue 100,000 ✓
  SI-001 (Consulting):     Dr AR... / Cr Revenue 20,000 ✓
  SI-002 (Widget Beta):    Dr AR... / Cr Revenue 25,000 ✓
  SI-003 (Widget Alpha):   Dr AR... / Cr Revenue 150,000 ✓
  SI-003 (Widget Beta):    Dr AR... / Cr Revenue 40,000 ✓
  CN-001 (Widget Alpha):   Dr Revenue 10,000 / Cr AR 10,000 ✓
  SI-004 (Consulting):     Dr AR... / Cr Revenue 30,000 ✓
  SI-004 (Widget Beta):    Dr AR... / Cr Revenue 30,000 ✓
  SI-005 (Widget Alpha):   Dr AR... / Cr Revenue 200,000 ✓

  All transactions DR = CR ✓
  Report total matches revenue ✓

9. Common Issues and Solutions

9.1 No Items Appear

Cause: No sales invoices or credit notes exist in the period that reference an Inventory Item, Non-Inventory Item, or Inventory Kit.

Solution: Verify that sales invoices have line items with item references. Items must be selected on invoice lines for the report to capture them.

9.2 Item Shows Wrong Total

Cause: The amount is the sum of line totals (account currency amount × −1). If the invoice includes tax on the line, the total includes tax. The line total may include or exclude VAT depending on how the invoice was configured.

Solution: The amount represents the total charged to the customer for that item, including any tax calculated on the line. Check the invoice lines to verify the correct line totals.

9.3 Credit Note Shows Negative

Cause: Credit notes reduce the total sales for an item. They correctly appear as negative amounts in the period column, reducing the item's net total.

Solution: This is correct. A credit note for returned goods will reduce the item's sales total for the period.

9.4 Sorting Does Not Match Expectation

Cause: Items are sorted by the first period's total in descending order. If the first period has zero sales for an item, it will appear near the bottom regardless of later performance.

Solution: This is correct. Items are sorted by their first period sales to highlight best-sellers from the start.

9.5 Item Code Not Shown

Cause: The row name uses the item's display name with optional code prefix, which includes the code if available.

Solution: Set item codes in Settings → Inventory Items to see the code prefix in the report.

10. Accounting Regulation Compliance

10.1 IFRS 15 — Revenue from Contracts with Customers

10.2 IAS 2 — Inventories

10.3 DR = CR Verification

Sample Data Verification:

  Widget Alpha:         440,000 ✓
  Consulting Service:    50,000 ✓
  Widget Beta:           95,000 ✓
  Grand Total:          585,000 ✓

  Each line item DR = CR ✓
  Report total matches revenue by item ✓

End of Sales Invoice Totals by Item Guide