Reports and Analytics FAQ

This guide provides detailed instructions on how to utilize the various reporting tools within Dutchie POS to track sales, inventory movement, employee performance, and customer trends.

1. How do I pull transaction-level detail reports?

Dutchie POS offers several reports for transaction-level data, depending on the specific information required:

• Line-item sales exports: For timestamps, items sold, categories, and prices, go to Reports > Sales > Sales Report. Customize your columns and export to CSV for deep-dive analysis.
• Cancelled transactions: Navigate to Registers > Transactions and filter by the Status column. For more detail, run the Closing Report with Include details enabled to see a dedicated Cancellations tab.
• Closing and reconciliation: The Closing Report summarizes income. If your totals (Net Sales, Loyalty, Tax, etc.) do not match your sub-total, verify that all register closeouts are complete and check for unprocessed returns.
• PIN debit transactions: Use the PIN Debit Transaction Report in the Backoffice. This report specifically tracks PIN debit transactions tied to order payments.
• Customer product history: To see which customers purchased a specific item, use the By Product tab. If this is not visible, contact support to have the feature enabled.

2. How do I run customer segment reports?

You can analyze and segment your customer base using several built-in tools:

• New customers with purchases: Run the POS Transaction Summary report and apply the Is New Customer filter.
• New profile creation: To see all profiles created regardless of purchase history, use the New Patient Count Report.
• Inactive customers: * Option 1: Create a Customer Segment with the condition Last purchase date set to before 90 days ago.
  • Option 2: Run the Patient 90-Day No Visit Report.
• Recency grouping: Create separate customer segments for specific windows (e.g., 30 days, 60 days). The segment overview will provide analytics such as average order value and total spend.
• Online metrics: New vs. repeat customer data is available in the Analytics tab of Dutchie E-Commerce, though results are subject to browser cookie limitations.

3. How do I run sales performance reports by product category?

For category-level sales analysis, utilize these reporting paths:

• Best and worst sellers: Run the Product Sales Report and sort by quantity or sales revenue. For a high-level summary, the Monthly Snapshot is recommended.
• Specific product types: Apply a category filter to the Sales Report and customize columns to display quantity.
• Hourly traffic: Use the POS Hour Totals report to see hour-by-hour data on total orders and customers served.
• Order type performance:
  • Use the End of Day Summary Report for delivery order counts.
  • Use Reports > Sales > Overview for sales totals broken down by pickup vs. delivery.

4. How do I run inventory movement reports?

Track how inventory moves through your system with these specific metrics:

• Sell-through and velocity: Use the Inventory Order Report to view Quantity on Hand, Quantity Sold, and Days Remaining.
• Inventory lifespan: Go to Reports > Inventory > Overview for the Days of inventory remaining metric.
• Reassignment tracking: * Use Inventory Adjustments – Change Product to see items moved between product masters.
  • Use Inventory Adjustments – All for a comprehensive log of all package-level changes.
• Auditing: For large audits (over 300 items), it is recommended to split the audit into smaller segments by Room or Brand before printing to avoid browser timeouts.

5. How do I run employee sales performance reports?

Performance data and accountability can be tracked through the following:

• Budtender overview: Navigate to Reports > Employee > Overview to see performance metrics, including units per transaction.
• Brand sales by employee: Run the Sales Report, apply a brand filter, and sort by the employee field.
• Tip tracking: Access Reports > Employee to view tip summaries by either the individual employee or the terminal.
• Discounts:
  • The Manager Discounts report tracks discounts with "Manager Discount" in the description.
  • For a total view of all discounts applied by a staff member, use the Discount Totals by Employee report.

6. How do I build custom reports in BI Tools?

Dutchie's BI Tools (Looker) allow for advanced, customizable data visualization:

• Access: Found in the Backoffice. Note that shared folders are organized by your location path; you may not have access to the top-level "Shared" folder, which is normal.
• Filtering nuances: "Last 1 week" is a rolling 7-day lookback. "Week is in range" uses fixed calendar boundaries (Monday–Sunday). Use the latter for consistent weekly reporting.
• Sharing: BI Tools supports sharing individual Looks (reports) rather than entire dashboards. Ensure reports are saved in a shared folder for others to view.
• Limits: Standard exports are often limited to 5,000 records. If you exceed this, try alternative export formats or contact support.

7. How do I run discount usage and performance reports?

Analyzing your promotional activity is handled through the Marketing and Sales sections:

• Discount Detail Report: Located in the Marketing section of Reports (not Sales). This shows specific codes used and transaction details.
• Valuation: Note that discount percentages are calculated against retail/gross sales prices, not the wholesale cost of the inventory.
• Fee and Donation Summary: This report provides location-specific data on additional fees or non-revenue donations, which is also summarized on the Closing Report.
• Search limitations: Reports currently do not support filtering by discount tags; you must search by the discount name or keyword.

8. How do I run an inventory value snapshot report for a specific date?

To view point-in-time inventory values, utilize these specific reports:

Important Note on Discrepancies: Numbers may differ between the Snapshot and Overview reports based on how they account for allocated inventory or whether paraphernalia is included. The Snapshot is generally considered the source of truth for package-level cost data on a specific date.

9. How do I run sales performance reports by brand?

Brand-specific data can be extracted through these methods:

• Filtered Sales Report: Go to Reports > Sales > Sales Report and apply a brand/vendor filter.
• Top products by brand: Run the Product Sales Report and add the Brand column to see which specific items are driving revenue for a vendor.
• Weight-based data: For deli-style or bulk products, use the Inventory Sales Report by Vendor.
• Retention: For historical data exceeding one year, please contact support for information regarding data retention and archival policies.

10. How do I run cost of goods (COGS) reports?

Cost analysis is essential for understanding your margins:

• COGS by Category: Provides total sales vs. total cost of goods sold per master category. Access this via the Reports module.
• Revenue vs. Spending:
  • Use POS Transactions by Date for monthly comparisons.
  • Use Inventory Performance for year-to-date analysis.
• Data Accuracy: Discrepancies in cost reporting often stem from whether the cost was updated in the package cost field versus the receive history. Ensure your team is consistent in how costs are entered during the receiving process.