This report is a useful way to view customer orders as they are placed in more detail than on the Order list.
The Data fields you can see in this report are:
Date & time the order was placed along with order ID
Shipping method (and cost), payment method, customer notes
Customer name, email, phone number, city (but not full address)
For each product within an order, there is the name of the product, variant name, quantity (and Max quantity for bulk order items), cost
Hub (distributor) address
Filter by date and time to enable swift download.
Under the Orders and Fulfillment Reports you will find four options: Order Cycle Supplier Totals, Order Cycle Supplier Totals by Distributor, Order Cycle Distributor Totals by Supplier and Order Cycle Customer Totals.
As a producer who supplies one or more hubs these three reports are a great way to keep track of orders of your products which coming in while an order cycle is open.
Unless you are also the coordinator or distributor of the order cycle these orders will not appear in your list of Orders but you may want to start planning your baking/picking before you receive the supplier notification email from the distributing hub.
A summary of the data found in each report is below:
Note that the Total Cost is not a simple multiple of Current cost per unit and amount.
The current cost per unit may vary over the time frame selected.
The value recorded in these reports is the current cost per unit at the time of the last order.
The Total Cost is a sum of product costs at the time when each item was purchased.
These reports are handy for calculating the amount to reimburse a producer for items supplied
Useful for:
Fulfilling orders on a individual basis
Preparing individual orders in bulk
This report which contains the most data:
Date & time the order was placed along with order ID
Customer name, email, phone number, billing and shipping addresses
For each product within an order, there is the name of the product, variant name, quantity, cost, price paid by the customer (item cost + fees), a break down of fees (Enterprise, payment method and shipping method fee associated with each product), producer
Hub name.
Payment Method and status (ie. paid, unpaid)
Shipping Method, Delivery or Pick up
The Shipping Address displayed for an order where the chosen shipping method is 'pick up' will be the address of the distributing hub.
The screenshot below shows the information contained in an Order Cycle Customer Totals report.
Payment Reports, Tax reports, Xero
The three Payment reports are good for keeping track of total incoming and outgoing revenue for your food hub within a time frame.
The simplest payment report. This documents the total of paid, balance due and credit owing for each different type of payment a hub may employ (ie. a total for Stripe payments, a total for cash/EFT payments and one for PayPal).
Listed by payment status (paid, balance due, credit owing) rather than payment provider, this report gives a breakdown of revenue (product costs, shipping fees) as well as the total. The Outstanding balance column will be 0.0 for the payment status of 'paid'
In addition to the Itemised Payment Totals this report states revenue coming from EFT (cash or bank transfer) and Paypal separately.
There are two sales tax reports: Tax Types and Tax Rates.
The Tax Type report is useful for separating total tax per order into its different component elements: tax on products, tax on shipping method fee and tax on payment method fee.
The tax rate report gives an order-by-order break down of tax by it's tax rate (full, reduced or zero-rated). Order totals inclusive and exclusive of tax are also given.
This report creates CSV files which can be imported into the accounting package ‘Xero’ to generate invoices for customers.
Date range: You can filter orders by the date the order was placed.
Report type: You can select to download a ‘detailed’ report, which includes a line item for each item the customer purchased, including any fees and adjustments to their order.
Hub and order cycle: You can specify which Hub and Order Cycle, the orders were placed through.
Initial invoice number: To ensure compatibility with your Xero invoice numbering system, enter the first invoice number you would like new invoices to be allocated. All subsequent invoices will be numbered from this point.
Invoice date: You can select the date that you want the invoices to be marked with in Xero. This is editable once you have the invoice in Xero, but doing it here allows you to batch date all the invoices in a single report.
Due date: You can select the due date to be marked on Xero invoices. Again this is editable in Xero.
Account code: If you place a Xero account code here, all items in the invoice will be assigned to this account. This it editable in Xero.
Download as CSV: When you are ready to download the file for import check the box and click search.
Customer name, email, billing address (no phone number)
Invoice number and date of purchase. Due date is one month after invoice date. Reference number is the same as invoice number.
Product name, quantity, cost, tax rate, SKU, fee
Payment status (paid or balance due)
currency of transaction.
In Xero go to Accounts, Sales and click Import.
Next you will select your downloaded OFN Xero report for upload. The settings you should select are shown below.
Selecting Ignore contact address details will ensure your Xero customer data is unaltered.
Selecting Tax Exclusive will ensure that products you have set to include tax in the Open Food Network will include tax, but your tax free items will remain tax free.
Report
OC Sup Tots
OC Sup Tot by Dist
OC Dist Tot by Sup
Producer
Y
Y
Y
Hub
N
Y
Y
Product
Y
Y
Y
Variant
Y
Y
Y
Amount
Y
Y
Y
Tot Units
Y
N
N
Current unit Cost
Y
Y
Y
Total Cost
Y
Y
Y
Status
Y
N
N
Shipping Method
Y
Y
Y
Tot shipping cost
N
N
Y
The reports available in the Bulk Coop section are ideal for enterprises on the OFN platform, such as buying groups, who use the Group Buy feature.
There are four reports in this section are:
The data in each report is as follows:
Products stocked by a hub which do not have bulk buy enabled will display with Bulk Unit = 0
This report will show the following information:
Did customers order enough of a product to justify ordering the bulk size from the supplier?
How much extra product are customers willing to purchase to help the group reach the bulk size threshold (if Group Buy is enabled)
How many bulk sizes are required to meet customer demand?
If the bulk size is ordered, how much stock will be left over.
How many customers will be disappointed if this product isn’t ordered?
See the example below for an illustration of how the Bulk Co-op Totals by Supplier report can be used:
Example 1: Where the bulk ordering quantity has been reached:
Example 2: where the bulk order quantity has not been reached:
Note the ‘Bulk Co-op Allocations’ report is similar in function to this report, but shows each customer’s order individually, rather than the cumulative total across all customers.
Some enterprises use their order confirmation emails as packing sheets, or download and modify the Order Cycle Customer Totals report to suit their specific needs. The two Packing Reports offer additional options for managing the packing process.
This report lists each supplier and their products. Next to each product is the name of the customers who ordered the product, and the quantity they ordered.
This reports is helpful to check in items delivered by suppliers- keeping track of goods which may have been missed or are supplied damaged.
This report lists each customer who placed an order and shows each item ordered by the customer, including the quantities of each item.
This report is useful for packing all of a customer's shopping in a crate/bag/box so it is ready for them to collect or for you to deliver.
Use
Supplier Report
List products by supplier.
A good place to look to see if
enough of a product has been
ordered to justify the supplier's bulk size.
Allocation
Lists products by customer.
A good place to look to
ensure you over / under
allocate bulk buy items to
customers evenly (ie. one
person is not short on all
items in their order)
Packing Sheet
Re-packing products delivered a supplier in bulk for customer
collection
Customer totals
Documents refunds to/extra
payment required by customer
after adjusting stock levels
to make up a bulk order
Supplier Report
Allocation
Packing
Customer
Totals
Customer
N
Y
Y
Y
Supplier
Y
N
N
N
Product name
Y
Y
Y
N
Variant details
Y
Y
Y
N
Bulk unit
Y
Y
N
N
Quantity Purchased
Y
Y
Y
N
Units required
Y
Y
N
N
Unallocated
Y
Y
N
N
Max excess quantity
Y
Y
N
N
Date of order
N
N
N
Y
Amount paid, owing
& total cost
N
N
N
Y
Order Cycle, Product, Customer and Enterprise Fee Management reports
There are two reports in the Order Cycle Management section: Payment Methods and Delivery Report.
A Customer's Balance (ie. the sum of monies paid and owed across all orders they have placed with your food enterprise) is listed in both the Payment Method and Delivery reports. These are a good place to see at a glance if a customer is running up a big debt.
At a glance, the data contained in these reports can be summarised:
*Delivery Address is either the hub/distributor address (for pick up) or an address submitted by the customer (for delivery)
**Shipping Category = default, frozen, refrigerated
Under Products & Inventory you will find three reports which are useful if you wish to review items stocked by your hub from different producers.
The All Products and Inventory reports differ only in that the latter (Inventory) contains only data for products with stock levels greater than zero.
The data they contain for each product is:
Supplier name and city/suburb of supplier's address
Product name, variant name and SKU
Product property and category (taxon)
price
Group buy unit quantity (if applicable)
Below is an example of the All Products Report:
The Lettuce Share report gives more details about each product: It's name, variant name (listed under 'Description'), unit (g, l, item name etc), pack size (ie. for a product of '500g tomatoes' the unit = g, pack size = 500), price, tax included in cost, producer properties (not product properties) and product category (taxon).
The mailing list report shows the names and email addresses of customers who have placed orders in your shopfront. This report can help you contact customers who have purchased items from your shopfront. For example, you may need to notify a customer (or set of customers) if a product they bought is not available or if you are unable (say, due to illness) make the delivery schedule they requested.
See below for an example of the Mailing List Report:
The Addresses report includes Customer contact details, Hub and Shipping Method, and can be filtered by Order Cycle, Shopfront (Distributor) and Supplier.
Enterprises can set up Enterprise Fees to identify and control allocation of costs / prices for different purposes. These fees enable price transparency to customers when they visit your shopfront.
The Enterprise Fee Summary report is used to summarise the amounts of fees that were charged, and to whom.
The report can be filtered by Shopfront (Hub), Producer and Order Cycle, as well as Fee Names and Shipping and Payment methods.
Example 1: a Shop includes a 2% fundraising fee on every order. They can use the Enterprise Fee Summary report to identify the total funds raised within a particular order cycle.
Example 2: a Hub charges a transport fee which they pay to a Producer for picking up produce from other farmers and bringing it into the Hub. This fee is calculated as a percentage on every product in the order cycle. They can use the Enterprise Fee Summary report to calculate how much to pay that Producer for transport in each Order Cycle.
Example 3: a Hub includes a fee to show customers the amount they pay to Open Food Network for their use of the platform. This fee is calculated as a percentage of all orders placed. The below screenshot is an example of this scenario:
The data which found in an Enterprise Fee Summary Report includes:
Fee type (Enterprise fee types are admin, packing, transport, fundraising, sales), name and tax rate of the fee.
Customer name
Where in the order cycle the fee is placed (incoming/outgoing products or order cycle coordinator fee)
Name of enterprise who set the fee ('Fee Calc on Transfer though')
Total value of enterprise fee collected for the sale of the line item.
Payment Method
Delivery Report
Customer name
Y
Y
Customer phone no
Y
Y
Customer email
Y
N
Hub
Y
Y
Shipping Method
Y
Y
Delivery Address*
N
Y
Shipping Category**
N
Y
Payment Method
Y
Y
Order Notes
N
Y
Order Total
Y
Y
Customer Balance
Y
Y
You can access reports by clicking on Reports in the blue horizontal menu.
Here you will find a list of the pre-defined data exports that are available to view and download. All reports are available to download as a CSV file by selecting the Download as CSV checkbox when you specify the filters for each report.
If you have opened an Order Cycle, you will be able to run reports to help with managing packing, processing your orders, and meet your financial reporting needs.
For most reports you are able to filter data by:
date range
hub name
producer name
order cycle name
Hubs and shops who operate continuously open order cycles may find using the Date filter when viewing reports useful.
Filtering data by Hub and Producer name can be especially useful if you manage multiple enterprises on the platform.
If you have set Permissions for a Hub to sell your products, and they have opened an Order Cycle with your products listed, you will be able to run reports to pack and process your orders.
If you need to see Customer names in these reports, you can ask the Hub to make them visible in these reports.
Hubs can make this change in their Enterprise Settings.
HINTS:
If you are a producer who supplies more than one food hub you can use the 'Hub' filter when viewing reports to identify which products you will be asked to deliver to each.
As a supplying producer you may not know the names of current open order cycles. Filtering orders in your reports by date range is an easy alternative.
*Remember you will need to satisfy data protection legislation to use customer email and addresses data for a newsletter
A summary of the data included in each report can be found in the following document:
Task
Suggested Report(s)
Product availability
Reviewing products stocked
Reimbursing suppliers
Pack or process orders on an individual or batch basis
Checking in products delivered
by suppliers
Packing goods to be
collected by customer
Planning deliveries
View customer balance
Integrating with MailChimp*
Calculating GST/VAT
Managing total revenue
Enterprise Fee breakdown
Integrating with Xero
Bulk Order Management
for buying groups
