Customer - Sales By Customer

The Sales By Customer report lists every order your store's customers placed over a range of trading days, grouped by customer. For each order it shows how much was paid, how much was placed on the customer's account and how much is still owing, with totals per customer. It's for store managers and owners who run customer accounts, follow up on what customers owe, or need to look up one customer's orders.

Updated Thu 22 Oct 2026

Running the report

Open Reports for your store and choose Sales By Customer under Customer.

Choose your start and end dates. To see one customer only, type their phone number. To see only orders placed on customer accounts, tick Only show orders on customer account (see Report options).

Run the report. Customers are listed alphabetically by name. Under each customer you see their orders, split into Not on customer account, On customer account and On sales channel account, followed by a total line for that customer.

TipAt month end, tick Only show orders on customer account and run the report for the month. The On customer account total under each customer is what you put on their account in that month, ready to compare with your statements.

Only sales linked to a customerAn order only appears on this report if a customer was attached to it at the till (for example by capturing their phone number). Walk-in sales with no customer are not listed.

Report options

Select your start date / end date

The first and last trading day to include. Your store's close of trade time is used, so a sale after midnight but before close of trade counts towards the previous trading day. Both default to today.

Optionally enter a customers phone number

Leave it empty to list every customer. Type a phone number to show only the orders of the customer with that number. The number must match exactly the way it was captured on the customer at the till. Spaces before or after the number are ignored.

Only show orders on customer account

Unticked (the default), the report shows every order linked to a customer, however it was paid. Ticked, it shows only orders placed on a customer's own account at the counter, so you see just what your customers owe the store on account.

The report at a glance

Bob's Burgers Times Square

Customer sales

From Mon 12 Oct 2026 00:00 until Sun 18 Oct 2026 23:59

The dates are trading days, Monday 12 to Sunday 18 October here, for a store that closes trade at midnight. If your store closes trade later (say 02:00), the line reads From Mon 12 Oct 2026 02:00 until Mon 19 Oct 2026 02:00 * and the star points to the note at the bottom of every page: sales between midnight and your close of trade time are included in the previous day's sales.

Customer orders: each customer's name and contact details, then their orders grouped by how they were paid.
Customer totals: one total line under each customer.
Privacy notice: a reminder at the end of the report that it contains personal information.

Customer orders

Each customer starts with their name on the left and their phone number, email address and loyalty number on the right (n/a when it wasn't captured). Their orders follow, grouped under a heading for how the order was settled, oldest first.

Date time	Invoice #	Order #	Order type	Invoice total	Not on customer account	On customer account	Outstanding amount (neither paid nor placed on account)
Sam Peters 1				Phone: 0835550192 Email: sam@example.com Loyalty #: BB1024
Not on customer account 2
13 October 2026 08:15	1-1061 3	1-12	Table	96.00	96.00	n/a	0.00
16 October 2026 13:30	1-1140	1-71	Table	154.00	100.00	n/a	54.00 4
On customer account 5
14 October 2026 12:10	1-1102	1-40	Counter	420.00	n/a	420.00	0.00
18 October 2026 12:55	1-1215	1-33	Counter	315.50	n/a	315.50	0.00
Totals for Sam Peters :				985.50	196.00	735.50	54.00

1 Customer heading

Customers are listed alphabetically by name. If two customers share a name but have different phone numbers, they are listed separately. A customer captured without a name is listed as No name.

2 How the order was settled

Each customer's orders are grouped under up to three headings:

Not on customer account: An ordinary sale: the customer paid (or still owes) at the till.
On customer account: A counter sale placed on the customer's own account with your store, to be paid later.
On sales channel account: An order taken through a sales channel that settles with you later on its own account, such as a delivery app.

3 Invoice number

Click an invoice number to open that invoice in the Invoice Audit report and see every item and payment on it.

4 The amount columns

Every order's Invoice total is split across the last three columns, so the three always add up to the invoice total:

Not on customer account: What the customer paid at the till, after change and without tips. Orders on a sales channel account also show their full value here, because the sales channel pays you for them.
On customer account: The value placed on the customer's own account. It shows the full order value whether or not the customer has settled the account since.
Outstanding amount (neither paid nor placed on account): What is still owing on an ordinary sale: here R 54.00 of the R 154.00 order was not paid.

n/a means the column doesn't apply to that kind of order.

5 Customer account orders

These are the orders you will want to collect from the customer. Tick Only show orders on customer account to see only this group for every customer.

Customer totals

The Totals for line under each customer adds up all their orders in the period, across every group. There is no grand total for all customers together.

Customer	Invoice total	Not on customer account	On customer account	Outstanding amount
Totals for Jo Daniels :	644.40	644.40	0.00	0.00
Totals for Sam Peters :	985.50	196.00	735.50	54.00

Jo Daniels had two ordinary orders (R 186.50 and R 245.00) and one delivery-app order (R 212.90), so the whole R 644.40 is under Not on customer account. Sam Peters put R 735.50 on account and still owes R 54.00 on a table order.

Privacy notice

The report ends with a Privacy and Data Protection Warning. It contains your customers' names, phone numbers and email addresses, so only share it with people who need it, and dispose of printed and digital copies securely when you no longer need them.

Watch the video

A short walkthrough of the report options and how to read each customer's orders and totals.

Can't see the video? Watch it on YouTube.

Frequently asked questions

Why isn't every sale on this report?

Only orders with a customer attached at the till are listed. Walk-in sales where no customer was captured, and voided invoices, are left out. Use the Sales Summary or Sales Detail reports to see all your sales.

A customer settled their account. Why does the order still show under On customer account?

The report shows what was placed on the account when the order was made, not whether it has been paid since. The full value stays in On customer account after the customer settles. Keep track of what has been paid against your customer statements.

Why is a delivery-app order under Not on customer account?

Orders from a sales channel that pays you later (such as a delivery app) are grouped under On sales channel account, and their value is shown in the Not on customer account column, because the customer doesn't owe you for them: the sales channel does.

Why don't the amount columns include the tip?

Tips belong to your staff, not to the sale, so they are left out. Change given back to the customer is also taken off. That's why the last three columns always add up to the Invoice total.

I typed a phone number and the report is empty. Why?

The number must match exactly how it was captured on the customer at the till, including any spaces, dashes or country code. Try running the report without a phone number and look up how the customer's number is shown there.

Why is the same person listed twice?

Customers are grouped by name and phone number together. If the person was captured with a different spelling of their name, or with a second phone number, they appear as two customers.

Why does a sale made at 01:00 show on the previous day's report?

The report uses trading days. If your store's close of trade is after midnight, sales between midnight and close of trade count towards the previous trading day. The star and the note at the bottom of the page tell you when this applies.

Is there a total for all customers?

No, the report totals each customer separately. To get a store total for the period, use the Sales Summary report.

Glossary

Close of trade: The time your store's trading day ends. Sales after midnight but before this time count towards the previous day.
Customer account: An account your store keeps for a customer, so they can take orders now and pay later.
Invoice total: The full value of the order, including VAT (value-added tax or your country's equivalent sales tax) and any delivery charge, after discounts. Tips are not included.
Loyalty #: The customer's loyalty or reference number, if one was captured.
n/a: Not applicable: the column doesn't apply to that kind of order.
Not on customer account: An ordinary sale paid at the till, or the column showing what was paid at the till (and the value of sales channel account orders).
On customer account: A counter sale placed on the customer's own account, or the column showing that value.
On sales channel account: An order taken through a sales channel, such as a delivery app, that settles with your store later.
Order type: How the order was placed: for example Table, Counter, Collect or Delivery.
Outstanding amount: What is still owing on an ordinary sale that was neither paid in full nor placed on an account.
Trading day: One day of trade, from your store's close of trade time to the same time the next day.