Why a Re-Run Report Doesn't Match the One You Were Emailed

TL;DR

Your sales totals don't change when you re-run a Store Report for an old date. Your retail cost, profit and margin can change, because TORO works them out from each item's cost as it stands today, not from what it cost on the day of the sale. Wholesale cost comes from what's recorded on the invoice, so it stays put. The wholesale numbers only move if someone edits the invoice afterward. Wholesale sales are counted on the invoice's Invoice Date, which is normally the day the invoice was set to INVOICED. That isn't necessarily the day the order was started or the day it was paid. If you need a record that never changes, keep the email you got that night.

You open last month's nightly Store Report email, then pull the same day again from Reporting → Store Report so you can compare. Sales match to the penny, but cost and profit don't. Nothing is broken, and no sales went missing. It comes down to how TORO prices the cost side of the report. Once you know that, the difference makes sense.

What Stays the Same

What you actually sold is recorded at the time of the sale and doesn't change later:

Retail sales. The Retail column in the Sales By Product Type section is exactly what you rang up.
Items Sold Count. The number of items sold that day stays the same.
Payments and discounts. These are also fixed.

If a re-run shows different retail sales for a day, something else is going on, and it's worth reaching out to us.

Why Retail Cost, Profit and Margin Move

For your retail sales, the Cost column uses what each item costs right now. It doesn't use what the item cost on the day you sold it. Profit and Profit Margin are worked out from that cost, so they change along with it.

Here's what that means in practice:

On the night of the sale, "today's cost" and "the cost that day" are the same thing, so the emailed report is correct.
Suppose you update an item's cost next month. Every old report that includes that item will show the new cost the next time you pull it.
The older the date you re-run, the more item costs have probably changed since then. So the gap tends to grow the further back you go.

Just remember which report you're looking at. A report you re-run today shows old sales priced at today's costs. That's useful when you're asking what those sales would earn you at current prices. It won't tell you exactly what you made back then, though. For that, use the email you got that night.

Wholesale Cost Stays Put

Wholesale works differently. When you put an item on a wholesale invoice, the cost is saved on the invoice along with it. The wholesale side of the Store Report reads that saved cost. So wholesale cost, profit and margin come out the same on a re-run, even if you've updated item costs since then. They also agree with the Cost shown on the invoice itself.

The one exception is if someone changes the invoice afterward. An invoice locks once it's INVOICED, but it can still be opened with Unlock Invoice and edited. If a line was added, removed or re-priced after the report was emailed, the re-run shows the invoice as it is now. TORO doesn't keep a record of when that edit happened. If a wholesale figure has moved, the invoice is the first place to look.

Why Wholesale Shows Up as One Big Day

Wholesale sales land on the report under the invoice's Invoice Date. TORO fills that in automatically on the day you first set the invoice's status to INVOICED, unless someone typed a date into the field first. The other dates don't matter here:

The day you started the order. If you built an order over four days while it sat in DRAFT or ORDERED, none of those days show any wholesale sales.
The day you got paid. Moving an invoice on to PARTIAL PAYMENT or PAID doesn't change its Invoice Date, so the sale stays on the day it was invoiced.

So an order built slowly over a week shows up as one large wholesale number on the day it was invoiced. That's also why wholesale payments and wholesale sales often land on different days. The Store Report says as much in its payments section. See Wholesale Operations for more on invoices and payments.

If someone later changes an invoice's Invoice Date, its sales move to the new day. A re-run of the original day will then come up short by that amount.

Tips

Keep your emailed reports. The nightly Store Report email is your snapshot of the day as it stood at close. Save it or file it somewhere, especially the month-end and year-end reports your accountant relies on.
Compare sales first. When an old report and a re-run disagree, check the sales figures before anything else. If sales match and only cost or profit differ, the reasons above explain it.
Wholesale difference? Check the invoice. If a wholesale figure moved, open the invoices for that day and see whether one was unlocked and edited, or whether its Invoice Date was changed.