This report shows profit and additional financial summary by sales representatives. Use this report to see the amount invoiced, paid, COGS, profit, markup, gross margin for each sales representative’s sales per order or per customer. The output does not show product details.


Table of Contents

Data from this report can be exported in Excel, PDF or RTF format. 


Reporting PeriodAllows the user to select the reporting period from a list of options or set a custom date range. The report is filtered by transaction dates (COGS within range) or invoice date (all COGS). (See NOTE below.)
Show COGSChoose whether COGS are calculated from COGS within the date range or all COGS on the record.(See NOTE below.)
LayoutSet to the Default layout. Allows selection of saved layouts, if any. 
Save Layout AsAllows saving a layout for potential future use.
Reset LayoutResets the layout to the default layout or selected saved layout.

Select Apply Filter to set filter fields for the report and Update to refresh the output with any new changes. See Managing DEAR Reports - Filtering Reports for more detailed information about using filters. 

NOTE: Profit by Sales Representatives pulls entries based on transactions dates (if COGS within date range is selected) or invoice dates (if all COGS is selected.)

Transaction dates include invoice authorisation, ship tab authorisation (COGS) and payments. For dropshipped products, COGS transactions are triggered when dropship purchase invoice is authorised. If you need COGS to have same date as the invoice, you need to change delivery date same as the invoice date (you can undo the ship tab to do this.)

If only COGS within date range is selected, a) you may see invoice dates from before the reporting period (with COGS transactions within the reporting period) and b) may see some 0 COGS values (if the ship date is out of the reporting period). Credits that are credited outside of the date range will not be shown in the report.

If All COGS is selected, the report will pull entries by invoice date, but COGS will be shown regardless of when the ship tab was authorised. If the ship tab has NOT yet been authorised, COGS will be 0. Credits that are credited outside of the date range will be shown in the report. 

Gift Card sales do not have COGS so will not show a margin or profit. When a gift card is redeemed, it will be used as payment, so it will be reflected as a payment amount. 


The following output fields are available for this report. You may have to open the Configure Layout menu to add some of them to your report. 

Sales RepresentativeName of the sales representative associated with the sale
CustomerCustomer name
Invoice #Sale invoice number
Invoice DateInvoice issue date
Due DateDate when the invoice is due for payment
Credit Note #Credit note number
Credit Note DateCredit Note issue date
Customer ReferenceCustomer Reference from the sale document header
Customer TagsComma-separated Customer Tags
Customer Additional Attributes 1-10Values of customer additional attributes
Shipment DateDate of the shipment
Shipping Address 1Shipment address line 1
CityShipment address city
StateShipment address state
CountryShipment address country
PostcodeShipment address postcode
Ship ByRequired by date from the sale document header
Data Headers
Invoice LinesTotal of invoice lines - Total of credit note lines including tax in base currency
Lines TaxCombined tax amount for all lines in the invoice (excluding additional charges) in base currency
Additional ChargesTotal of invoice additional charges - Total of credit note additional charges including tax in base currency
Additional Charges TaxCombined tax amount for all additional charges in the invoice in base currency
Invoice TotalTotal of invoice - Total of credit note including tax in base currency
SaleTotal of invoice without taxes in base currency
PaidTotal Paid - Total Refunded in base currency
DueDue amount = Invoice - Paid (in base currency)
COGSCost of Goods Sold in base currency
JournalsTotal of all Additional Transactions associated with the sale in base currency
ProfitProfit = Sale - COGS (in base currency)
Profit less JournalsProfit - Journals in base currency
FX Gain/LossForeign Exchange gains and losses
Gross MarginGross Margin = (Sale - COGS) * 100 / Sale. In base currency. If Sale or COGS is 0 it will show as N/A.
MarkupMarkup = Gross Margin / (1 - Gross Margin). In base currency. If Sale or COGS is 0 it will show as N/A.
Commission AmountThe amount of sales commission a sales representative has earned on the sale. 


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Some orders are not showing a Sale in column K at all, while others are showing a negative profit even though there shouldn't be one. What is happening?

How do I add in my list of existing Sales reps?

The sales representatives can be added to your account by navigating to Settings -> Reference Books -> Company contacts and adding contacts with Sales type.

We need to run a report by sales representative for category spare parts sales. Can we add the category to this report? 

Unfortunately, the Profit by Sales Representative report does not include the Category field. 

You could, however, try using the Sale order details report and rearrange it as per the below screenshot. 

This can also be suggested on our Feature request forum. Our developers will assess which feature requests are most popular when considering future releases for DEAR. 

Can you please tell me why a sale order is missing from this report?

Usually, this is an issue with the date filters. This report pulls sales according to their invoice date or transaction  date. Double-check that the reporting period covers the invoice/transaction date or try switching between All COGS and COGS within the date range. Transaction dates can be checked from the Logs & Attributes tab of a sale order. 

I have just run the above stated report and it is showing invoices from many months ago.

When COGS within date range is selected, COGS can be assigned to a sale within the filtered date range even though the invoice date is in another month. As the report is filtered by transaction dates in this case, the invoice dates will still be shown. Change the setting to All COGS to filter by invoice date instead. 

You may also be able to use Sales Overview report as this shows all data filtered by sale order date. This will reflect all the sales created within the report period. 

The COGS transaction date does not match the ship date. 

There will be times when the COGS journal will have a date other than the ship date, this can happen 

  • when the invoice date of the purchase order is after ship date of the sales order 
  • when a transaction involving the product in the order has an effective date after the ship date of the order.

Example: Consider stock used for an order that has been pulled from a stock adjustment with an effective date later than the ship date. To respect proper accounting, the system uses the date of the stock adjustment instead of the ship date to create a COGS entry. 

Why am I getting different totals from Sale Overview Report and Profit by Sales Representative Report?

The two reports have different bases. Sales Overview Report sorts data by sale order date. Profit by Sales Representative Report is transaction based (authorisation of invoice, COGS (ship date), etc.), so it contains all transactions within the date range no matter the order date. Some sales may fall out of the date range of one or the other of the reports.

When we generate the report, there are many invoices with no data under the ‘Invoice date’ field, why is this happening?

Unfortunately in this report, sales created via advanced sale module won't show Invoice dates. This report shows single line per new multiple fulfillments/invoices sale with aggregates sales/cogs data (single line per sale order number). We can provide invoice numbers as comma-separated list of text, but this won't work for invoice dates as dates cannot be text. The technical and development team are aware of this concern, however at this stage no technical solution has been found.

I have several sale orders that have additional costs after the sale order was created. So I created another purchase order for that additional cost for that sale order. How do I make sure that this additional cost will be deducted from that sale order's profit in the report?

If you have additional costs to a purchase and created a separate PO for that, then you will have to allocate that cost to the original purchase where the items are so that the cost of those items will be automatically updated. See Landed Cost Expense Distribution for more details. The COGS will then show the updated amount automatically.

Why is the margin showing different on the invoice screen to the Profit by Sales Representatives report?

The correct margin is on the report as it uses the actual purchase price data according to your costing method. The margin showing on the sales screen is based on average cost, which is based on all purchase prices of the product and is only as reference.

I downloaded the sales by product details and profit by sales representatives and compared the totals for "profit less journals" between the two reports. The date range for these two report are the same which is selected to be 1 Jan to 31 Dec 19. The sales by product details report shows a profit of NTD 808,337.49 whereas the other report shows a loss of NDT 476,090.61. I have attached the two reports for your reference. Can you please let us know why there is such a big difference between the two reports please and which profit figure is correct?

The Profit by product Report is calculated by the Shipping date and the Profit by sales representative is calculated on the payment received. So this can cause a difference when comparing these two reports, you will need to wait until all the Products are Fully shipped or Payments are fully made for the totals to match. 

Still no answer to your question? Please do not hesitate to get in touch with DEAR support.

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