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OutSmart Guide

Sales Reports

OutSmart has five sales-related Financial Reports, each answering a different question about what you’ve billed, collected, or owe tax on. Pick the right report for the question before you start configuring filters.

ReportBest for
Sales, Detailed ReportItem-level transactions — every product or service sold, to whom, by whom, at what cost
Sales, Summary ReportInvoice-level totals — one row per invoice, useful for accounts receivable and headline sales
Tax, Detailed ReportTax collected per item, broken down by tax type
Payment, Detailed ReportPayments received — matches cash drawer, terminal totals, end-of-day reconciliation
Patient Year EndA tax-receipt-formatted version of the Detailed Sales report for a single patient over a year

All five are accessed from the Reports page in the Main Navigation Menu under the Financial Reports category. See Reporting Overview for the general workflow of picking a category, choosing a dispensary, and saving custom reports.

Filters Shared Across Sales Reports

Most sales reports use the same set of filters:

  • Start Date / End Date — the date range. The Sales, Tax, and Year End reports anchor on the invoice or refund date. The Payment report has two date ranges — see that section below.
  • Filter by Transaction Type — show invoices only, refunds only, or both.
  • Filter by Client — restrict to a single patient.
  • Filter by Staff — restrict to one or more practitioners.
  • Filter by Invoice Status — include or exclude deleted invoices and refunds.
  • Group By — group results by date, client, staff, category, and more. Multi-level grouping is supported. Check Only Show Totals to collapse the groups to subtotals and hide individual rows.
  • Columns and Column Order — drag and drop to reorder, click × to remove a column, click the empty space to the right of the last column to add one.

The report-specific filters below appear in addition to these.

Sales, Detailed Report

A row per item sold. Use it when you need to see what was sold, to whom, by whom, and at what cost or profit.

In addition to the shared filters, the Detailed Sales report adds:

  • Filter by Item — restrict to a specific item or set of items.
  • Filter by Category — restrict to one or more item categories.
  • Filter by Manufacturer — restrict by manufacturer.
  • Filter by Tax Class — restrict to items that had a specific tax (or set of taxes) applied.
  • Filter by Patient Label — restrict to patients carrying one or more labels (for example, VIP or Insurance).
  • Payment Start Date / Payment End Date — restrict to invoices that were paid in a date range. Useful when you want to see sales activity that was paid for in the period, rather than billed in it.

Commission columns

The Detailed Sales report can show practitioner commission per line item, calculated from a per-dispensary, per-category commission rate. Two columns are available:

  • Commission % — the rate set on the item’s category. Displays blank for items in a category with no commission rate set.
  • Commission Amount — the line item’s amount multiplied by the commission percentage. Preserves sign on refunds (refunds show a negative commission).

Set the commission rate per category in the dispensary’s Category edit screen (anyone with permission to edit a category can set it). Leaving the field blank means no commission for that category.

When Only Show Totals is on, the commission columns are suppressed unless Category is included in the Group By. With Category grouping, the % column displays the shared rate for the group, and the Amount column sums across the group.

Sample — Practitioner sales by category

The most common multi-practitioner clinic report. Shows total sales per practitioner, grouped by category, over a date range.

  1. Set Filter by Staff to the practitioner you want the report on.
  2. Set Start Date and End Date to the reporting period.
  3. Set Group By to Category.
  4. Optional: check Only Show Totals to see category subtotals only, without the individual items.

Sales, Summary Report

A row per invoice. Use it when you need invoice-level totals — accounts receivable, daily sales summaries — without item detail. A Summary Report tells you a sale happened and how much it was for, not what was on it.

In addition to the shared filters, the Summary Report adds:

  • Filter by Amount Owing — restrict to invoices that are fully paid, underpaid, or overpaid.

Sample — Accounts Receivable (AR) Report

Lists every invoice that has an outstanding balance.

  1. Set Filter by Amount Owing to Unpaid.
  2. Optional: set Group By to Client and check Only Show Totals to see total owed per patient instead of per invoice.

Tax, Detailed Report

A row per item, showing the taxes that were applied to it. Use this when you need to break down tax collected by tax type.

This report uses the same shared filters listed above — no additional filters specific to it.

Sample — Tax Collected Report

Total tax collected per tax type, optionally per practitioner.

  1. Set Group By to Tax and check Only Show Totals.
  2. Optional: set Filter by Staff to limit to one practitioner’s sales.
  3. Optional: set Group By to Staff and Tax to get a combined breakdown of every practitioner and every tax type in one report.

Payment, Detailed Report

A row per payment applied to an invoice. Use this to reconcile your cash drawer, debit terminal, and credit-card receipts against what was recorded in OutSmart. Invoices with no payments on them do not appear in this report.

The Payment Detailed report sources from three places: standard invoice payments, Telus Health reimbursement payments (insurance claims paid via the Telus integration), and refund payments. All three appear in the same report, distinguished by payment method and status. See Telus Health Insurance Integration for the integration that drives the Telus payment rows.

The Payment report has its own filter set because payment date and invoice date can differ:

  • Payment Start Date / Payment End Date — the date range the payment was received.
  • Transaction Start Date / Transaction End Date — the date range the invoice or refund was raised. Optional.
  • Filter by Transaction Type — invoices only, refunds only, or both.
  • Filter by Client — restrict to a single patient.
  • Filter by Staff — restrict to one or more practitioners.
  • Filter by Payment Method — restrict by payment method (cash, credit card, debit, and so on).
  • Filter by Payment Method Type — restrict to insurance payments or client payments.
  • Filter by Payment Status — complete, failed, pending, processing, and similar.
  • Filter by Transaction Status — include or exclude deleted invoices and refunds.
  • Group By and Columns — work the same as the shared filters above.

Sample — End-of-day payments report

Match what’s in your cash drawer and on your terminal slips against OutSmart at close.

  1. Check Today for Payment Start Date.
  2. Check Today for Payment End Date.
  3. Set Group By to Payment Method and check Only Show Totals.
  4. Optional: add Staff to the Group By to break the day down per practitioner.

Reconcile each subtotal against the matching terminal slip or cash count. If a row is off, re-run the report with Only Show Totals unchecked to see every payment for the day and trace the discrepancy.

Why the Payment report can’t match payment methods to specific items

When a single invoice is paid with more than one payment method — say, $30 cash and $80 credit card on a $110 invoice for one supplement and one service — there’s no way to say which method paid for which item. Payments are recorded against the invoice as a whole, not against the line items.

OutSmart reports payment methods at the invoice level only, the same way standard accounting software does. If you need to attribute practitioner pay to a specific payment method, this report shows you which method was used per invoice; the item-to-method link is not something any system can produce when split payments are involved.

Patient Year End

A tax-receipt-formatted version of the Detailed Sales report for a single patient. Use this when a patient needs an annual statement to submit to insurance or an employer for reimbursement. The filter set is identical to the Detailed Sales report — the difference is the print layout, which is marked as an official year-end statement suitable for tax purposes.

Sample — Individual patient year-end report

  1. Set Filter by Client to the specific patient.
  2. Set Start Date to the start of the year and End Date to the end of the year.
  3. Set Group By to Date to organize by date, or ID to organize invoice by invoice.

Troubleshooting

Why doesn’t my Payment Report total match my Sales Report total?

These reports measure different things. Sales totals are based on the invoice total (what you billed). Payment totals are based on what you received. If you bill today and the patient pays tomorrow, today’s Sales Report shows the sale and today’s Payment Report shows nothing — the payment lands on tomorrow’s report. See Reporting Overview for the full explanation.