How to record sales and read product stats

Help center / Stock and sales

Log each sale against the stock location it sold from, and headoffis turns those entries into units sold, sales value and sell-through for every product over the last 7, 30 or 90 days.

Record a sale

1. Open Sales & stats and choose Record sale.
2. Pick the product, the stock location it sold from, the date, the quantity, and the unit price after discounts and before tax.
3. Save. Stock at that location drops immediately.

Do not record a sale that a stock count has already deducted, or the units come off twice.

Quantities are whole units and prices are in US dollars. A backdated sale lowers stock the moment you save it, the same as one dated today. headoffis rejects a sale for more units than the location holds, so count stock at a location before you record sales from it.

Fix a mistake

Void the sale from the Sales log. By default its units return to a location you choose. Untick that option only if the stock was already corrected. To change a quantity or price, void the entry and record a new one.

How to void a sale

1. Find the entry in the log. Select All dates if it is older than the report window.
2. Choose Void sale.
3. Pick the location in the same store that the units go back to, or untick the return option if stock is already right.
4. Confirm. The entry stays in the log, marked void, and drops out of every statistic.

A sale can be voided once. A product you have since removed from the catalog can still be voided, without restocking.

Product stats

Each product shows units sold, sales value, units per day, current stock, estimated sell-through and days of cover for the last 7, 30 or 90 days. Sell-through here uses current stock, so transfers and count changes move it.

Open Sales & stats for the whole store, or Stats beside a product for one item. The window counts today, and the daily trend includes days with no sales. Filter by product or location to turn the page into a product sales report for one shelf, one bin or the Backroom.

What is sales velocity?

Velocity is how fast a product sells, usually as units sold per day. headoffis shows it as units per day: units sold in the window divided by the number of days in it, including days with no sales. A product that sold 45 units in 30 days runs at 1.5 a day, even if every sale fell in one week.

Sell-through formula

headoffis estimates sell-through as units sold divided by units sold plus stock on hand now. It is a proxy built on current stock, not on opening stock plus receipts for the period, which is the textbook version. A transfer into the location or a recount changes the figure without any new sale.

A sell-through rate tells you what share of the units you had available found a buyer. A high figure with little stock left points to a reorder. A low figure with full shelves points to a product that needs fewer facings or a better spot.

Worked example

This is an illustration. Over 30 days a product sells 60 units and 40 are on hand now.

• Units per day: 60 / 30 = 2.
• Sell-through: 60 / (60 + 40) = 60%.
• Stock cover: 40 / 2 = 20 days at the current pace.
• Sales value: 60 units at the prices you entered, before tax, voids left out.

If you then transfer 40 more units in from the Backroom, sell-through falls to 60 / 140, about 43%, with no change in sales.

Sales by location

Every entry carries the location it sold from, so you can track sales by location with the location filter. Pick a fixture's location to see what sells from that shelf, or pick the Backroom to see sales filled from stock off the floor. Sales value, units and sell-through all follow the filter.

Track sales without a POS

headoffis has no point-of-sale or payment connection, so sales are entered by hand or from your register's daily report. Enter one line per product, per location, per day, with the quantity and the average price after discounts. Keep the register report as your source record: the IRS lists sales records among the supporting documents a business should keep.

Good to know

• Export the filtered sales CSV or replenishment CSV from Sales & stats.
• Up to 10,000 sales entries are kept. Reaching the limit blocks new entries rather than dropping old ones.
• Sales value does not calculate profit, cost or tax.
• The Census Bureau publishes national figures in its Monthly Retail Trade reports if you want a wider benchmark for seasonal swings.

Common mistakes

• Recording sales a count already caught. If you count a shelf at close and then enter the day's sales, the units come off twice. Pick one method per location.
• Editing instead of voiding. Entries cannot be changed in place. Void and record again.
• Misreading the pace of a new product. A product added mid-window is averaged over the full window, so its units per day read low until the window fills.

Coming soon

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