Within the Reports module of OrderPort Admin, you have access to vast custom reporting capabilities. These custom reports can be created in the My Reports section of the Reports Module. 

See My Reports – OrderPort University for a quick overview of My Reports in a video lesson format.

TABLE OF CONTENTS

• Parameters
• Report Intervals
• Templates
• My Report Types
  • A/R Aging
  • Customer Free Tastings
  • Fulfillment
  • Guest Conversion
  • Inventory
  • Sales by the Hour
  • Sales Master and Sales Summary
  • Work Orders
• FAQ's
• Comlumn/Parameter Reference (Sales Master & Sales Summary)
  • Order Information
  • Payment
  • Shipping and Wine Club
  • Discounts and Promotions
  • Order Totals
  • Volume
  • Tax
  • Customer / Account
  • Billing / Shipping Address
  • Product

Parameters

The customization of My Reports comes from the report parameters. Here, you select what information is reported and how it is presented. 

Depending on what report type you are working with, the available parameters will vary. Please see the section on My Report Types below for more information. 

Report Intervals

Most reports have intervals, and most sales reports have interval modes. 

Intervals allow you to select the time period for which you would like to report.

For reports pulling sales information, you can choose what date you're pulling based off of. There are three options:

1. Sale Date

The date when the order was paid for.

2. Release Date

The date when the order was picked up by the customer or shipped.

3. Order Date

The date when the order was created.

Templates

Whenever you edit the parameters of a My Report, you can save those configurations for later as a template. 

Templates are organized in categories. You are able to customize these with the Manage Categories button. 

You can search for specific templates using the search functions.

My Report Types

When creating your own My Report, you must choose a report type from the following list of options. 

A/R Aging

"A/R" stands for "Accounts Receivable". This report type provides a list of all unpaid purchase orders. For more information on purchase orders and this report, please see the Wholesale, Distributor, and Purchase Orders document. 

Customer Free Tastings

This report type displays customer free tasting information. The columns which you can choose from include customer and free tasting information. You can also filter results by customer class, club membership, and location.

When running the report, ensure the interval spans enough time to include your last tracked free tasting renewal. 

Fulfillment

This report pulls all unreleased orders in the Fulfillment module. When running this type of report, make sure that you select at least one field in the Primary Columns section, e.g. Order Bottles Of Wine. That way, it will limit the columns and make the report more useful.

Guest Conversion

This report provides high level sales numbers for your business. You can filter this report by order source and location. 

Inventory

This report can be used to view total inventory counts. To view statistics for a specific location, be sure to change the Location filter. 

Sales by the Hour

This report visualizes your sales and tips based on your hours of operation.

Sales Master and Sales Summary

These reports have identical functions, but the way they group the information is different.

With Sales Master reports, each group is put onto a new tab of the report. The screenshot below displays a single page of the Sales Master report, which is grouped by location. 

With Sales Summary reports, each group is organized into expandable dropdowns. The screenshot below displays an example of the Sales Summary report, which is grouped by location. 

In general, the Sales Summary report is easier to read, though you may choose to use the Sales Master if needed. Both reports have a vast amount of customizability available.

Work Orders

This report can be used to pull all your work orders. 

FAQ's

What is My Reports, and when should I use it instead of Standard Reports?

My Reports is OrderPort's recommended tool for any custom reporting need — everything from tracking server tips to

generating detailed sales tax reports. Unlike Standard Reports (which are prebuilt with limited customization), My Reports lets you configure parameters and save the result as a reusable template. When a customer's request doesn't map cleanly to an existing Standard Report, start in My Reports.

What are the pre-built report categories in My Reports, and what does each cover?

Default Reports — inventory reports, tasting reports, and other general reporting options.

Sales Reports — sales by location, customer, product category, and individual items.

Compliance Reports — sales tax reporting and state/federal compliance requirements.

Other Reports — discounts and shipping information.

Wine Club Reports — club-specific data like custom club orders, declined cards, and pending shipments.

How do I find the right pre-built report for a customer's request?

Start by identifying which category the request falls into, then review all the templates in that category — in many cases a prebuilt report already exists and only needs minor parameter adjustments. Reviewing templates first (rather than building from scratch) saves significant time, especially when you're unsure where to start.

What is Interval Mode, and how do I choose between Sale Date, Release Date, and Order Date?

Interval Mode determines which date field the report evaluates data against:

Sale Date — the date the order was paid for. Use this to review when payments were received and which orders generated

revenue.

Release Date — the date the order was marked as released. Typically used for fulfillment or shipping-related reporting.

Order Date — the date the order was placed. Use this if the winery needs data based on when orders were placed on a

specific day

What's the difference between Interval Mode and Interval?

Interval Mode picks which date field the report uses (Sale/Release/Order Date, above). Interval is a separate setting chosen

afterward that defines the actual time frame the report covers. Longer time frames take longer to load.

A report covering multiple years of data is taking forever to load — what should I do?

Use Firefox — it doesn't have a maximum data capacity limit, unlike other browsers. If the report still takes too long even in Firefox, run multiple smaller reports (e.g., split by year or quarter) instead of one large one.

What does the A/R Aging report show, and what do I need to set up to run it?

"A/R" stands for Accounts Receivable. This report lists all unpaid Check and Purchase Order transactions — only orders with a payment type of Purchase Order or Check will display. You can include parameters like payment terms, amount paid, amount due, and due date. Instead of a normal date range, this report requires an As of Date, which determines what has been paid as of that point in time — the data for any given order can change depending on the date selected.

What does the Customer Free Tasting report show?

It displays customer free tasting information, including customer details and free tasting data, filterable by customer class, club membership, and location. When running it, make sure the selected interval spans enough time to include the customer's most recent tracked free tasting renewal — too short a window can miss the latest renewal cycle.

What does the Fulfillment report show, and how do I customize it?

It pulls all unreleased orders currently in the Fulfillment module. Use the Primary and Additional Column Categories to add

whichever order data points you want to see. It also supports additional filtering, and using the Group By selector organizes the data into expandable groups for a clearer breakdown.

What does the Guest Conversion report show, and who is it useful for?

It's ideal for giving owners or managers tangible insights — it pulls the number of tastings, products sold, the

number/percentage of club members vs. non-members who placed orders, and the average order amount for club members vs. other customer classes. It can be filtered by location and order source for more targeted analysis.

What does the Inventory report show, and how should I scope it for best results?

It shows inventory adjustments, transfers, starting and total inventory levels, and when an item is deducted from inventory. It's most useful when scoped to specific product groups or individual items rather than the whole catalog. Filters are available for alcohol percentage, product type, vendor, status, and more.

What does the Sales by the Hour report show, and what's a key caveat when reading it?

It visualizes sales and tips against your hours of operation, and it's the only Sales by the Hour report that includes sources

beyond Point of Sale. It's a general overview only — it does not include specific order numbers. Sales are rounded down to the hour (a sale at 9:59 appears under the 9:00 hour), and it can be viewed as either a table grid or a bar graph.

What's the difference between the Sales Master and Sales Summary report templates?

They have identical functionality and the same level of customization — they only differ in how the data is grouped and

displayed. Sales Master puts each group on its own separate page within the report. Sales Summary organizes each group into an expandable dropdown section instead. Sales Summary is generally easier to read, though Sales Master may be preferred for certain use cases (e.g., printing/exporting distinct per-group pages).

What does the "Handler" parameter do in the Sales Master/Summary report builder?

It's only relevant for wineries using the Vinoshipper integration. It lets you filter by who processed the order: OrderPort (orders completely processed in OrderPort) or Vinoshipper (orders processed under a Vinoshipper license).

What does "Group By" do?

It uses the report's available columns/parameters (see the Column Reference below) to organize the report's data into groups — for example, grouping a Sales Summary report by location.

What Special Filters are available in Sales Master/Summary, and what does each one do?

Exclude Details — hides category breakdowns; best paired with Sales Summary to show only column totals.

Exclude non-value orders/products — excludes zero-dollar orders or items.

Edited orders Only — shows only orders that have had an edit made to them.

Refund orders only — shows only partially or fully refunded orders.

Breakdown Collections — removes collections from the report and instead lists the individual items within them.

Taxable/Tax Exempt products — lets you filter to see only taxable or only non-taxable items.

Comlumn/Parameter Reference (Sales Master & Sales Summary)

Order Information

Payment

Shipping and Wine Club

Discounts and Promotions

Order Totals

Volume

Tax

Customer / Account

Billing / Shipping Address

Product