How to Use the Sale or Return (SOR) Report

Overview

The SOR (Sale or Return) report is an automatic operation that tracks vendor-supplied inventory and calculates exactly how many units have been sold and how much you owe the supplier. This completely eliminates manual reconciliation and ensures you only pay your vendors for products that have successfully left your shelves.

However, the system needs to know exactly which items belong to which vendor. For you to be able to utilize this automatic reporting, you will need to first assign a batch to the product during a purchase, or during product creation if the product already has an initial quantity.

Here is exactly how the SOR workflow operates within Tracepos:

Phase 1: The Prerequisite (Batch Assignment)

To track sales back to a specific vendor, the inventory must be batched. There are two times you will do this:

1. During Product Creation (For existing stock): If you are creating a new product in Tracepos and you already have items on the shelf, you will enter the starting quantity. Because this quantity came from a vendor under an SOR agreement, you must assign a Batch Number and select the Vendor right there on the creation screen.

2. During a Purchase Order (For new stock): When receiving new stock from a supplier, you will create a Purchase in Tracepos. As you add the items to the purchase list, you will assign a Batch Number to that specific delivery.

Why is this required? A single product might be supplied by Vendor A in January, and Vendor B in March. By assigning batches, Tracepos knows exactly which vendor's stock is currently being sold.

Phase 2: Automatic Sales Tracking

Once your batches are logged, you are done with the hard work. You can proceed with business as usual.

• As your cashiers ring up sales on the POS or process orders, Tracepos automatically deducts stock from the active batches using a First-In, First-Out (FIFO) method.

• Behind the scenes, the system logs the exact cost price of the batched item and attributes the sale to the specific vendor.

Phase 3: The Automatic SOR Report

How to Access the Report

1. Log in to your admin dashboard.

2. Navigate to Reports in the main menu.

3. Select Sale or Return (SOR) Report under the sales report tab.

Understanding the Report Data

The report provides a detailed breakdown of your SOR inventory performance. Here is what each column represents:

• Product Name & Item Code: Identifies the specific product sold.

• Vendor / Supplier: The supplier who provided the items. Items not assigned to a specific vendor will appear tagged as House Stock / Unassigned.

• Qty Sold: The total number of units sold during the selected time period.

• Total Sales Amt: The total revenue generated from selling these units.

• Amount Payable: The exact amount you owe the vendor for the items sold, based on your agreed cost prices.

Using Filters to Find What You Need

To get the most out of your SOR report, you can use the filters at the top of the page to narrow down your data:

• Filter by Vendor: Click the "Select Vendor" dropdown to view sales and payables for one specific supplier. This is incredibly useful when preparing for a vendor payout.

• Date Range: Click the calendar to select a specific reporting period (e.g., This Month, Last Week, or a custom date range) to see exactly what sold during that time.

• Items Per Page: Use the dropdown on the far left to choose how many records you want to see on a single page (10, 25, 50, 100, or All).

Totals and Exporting

• Total Aggregate: At the bottom of the table, you will find a summary row. This automatically calculates the grand total for Qty Sold, Total Sales Amt, and Amount Payable based on your current filters.

• Exporting Data: Need to send a statement to your vendor or your accounting team? Click the Export button in the top right corner to download the currently filtered report.

*** Pro Tip: Make it a habit to run this report filtered by "Last Month" at the beginning of every new month. You can instantly export the data and send it alongside your vendor payments for complete transparency.