Articles on: Dashboard

Item Purchases

For operations that run stores, the Ventrata dashboard offers a view of all item purchases, or retail items, that are sold. Unlike bookings, retail items have no travel date, expiry or capacity descriptors.

Item Purchases

Bookings - Item Purchases

Default Columns

The Item Purchases subsection lists all purchased items, using the following default columns:

Product - shows the name of the purchased item
Status - refers to the current status of the purchase:

Confirmedthe item was purchased and paid for
Balance Duethe item was purchased but not paid in full
Cancelledthe item was canceled, for example, because it was returned
Pendingthe purchase is being processed; a purchase must be processed in the course of a timeout period. Once the timeout runs out, the purchase expires and a new one must be placed. The duration of a timeout period can be set in Supplier Settings > Edit Supplier > Order Timeout (mins).
Expireda purchase took too long to process; a new purchase is required.

Price - the price of the item
Quantity - the number of purchased items of the same type
Total - the total amount paid for the purchased item; different items are listed in separate lines
Source - where the purchase was made from:

Terminalspurchases coming from a physical device, e.g. Sunmi, PAX, iPhone operated by a seller or reseller agent
Web Checkoutpurchases carried out on a website and widgets
Backofficepurchases carried out through the box office (such as concierge, but using a seller's PIN), and purchases made with the + New Order button in the Ventrata dashboard using admin access
Direct APIpurchases coming through an API connection with an OTA
Conciergepurchases carried out through a sales portal by a concierge or tour operator.
Sales Kioskpurchases carried out by the customer using a self-service booth with a screen
+ other custom channels

Purchase Date - date when the item was purchased

Columns can be easily filtered by pressing the arrow next to the column title.


The action bar between the navigation bar and the items table enables you to perform a number of additional functions.

Action Bar

Search bar - filter the items table, using any parameter from the available columns, see Generate Report below
Keep Filter - when using search, tick the checkbox to make the column filters available
Saved Searches - press Saved Searches> Save Current Search to save your current search parameters and filtered columns, or Saved Searches > Manage Searches to edit or delete existing searches

To learn more about saved searches, read our article Working with Saved Searches.

Labels - press to create, edit or delete labels. Labels can be used, for example, to extend the list of states
Reset All Filters - appears when a filter was used; press to reset filters to their default states
Bulk Actions - select one or multiple items and press to apply an action on your selection; options include

Bulk ActionDescription
Recalculate Rateswhen the price or currency of an item was changed, press to recalculate the correct price
Tagbulk add tags; enter the tag title and press the Tag button. Note that these tags are different from product, customer or seller tags.
Untagbulk remove tags; enter the title of the tag you want to remove and press the Untag button. Note that this action will not remove product, customer or seller tags.
Cancel Allbulk cancel multiple items; items cancelled in bulk will have the same cancellation reason

Show Columns - press to add new columns, or remove existing ones from your current view

The list of columns which can be added is listed at the end of this article, under Generate Report.

Export - export the bookings table in CSV, Excel or SQL format
Generate Report - create charts and reports to analyse data from the booking table

To learn more about reports, read our article Working with Charts and Reports.

Report functionDescription
Totalsum of values
Minimumthe lowest value
Maximumthe highest value
Averagethe sum of values included in the report divided by their count
Countnumber of the selected parameter

You can choose to view information by selecting one or more of the following variables (Show' drop-down field):

'Show' VariableDescription
Order Balancethe amount due or overpayment of a purchase
Latitudethe latitude of a virtual location ( if set up )
Longitudethe longitude of a virtual location ( if set up )
PAXthe number of passengers regardless of ticket type (tier)
Totalthe total amount paid
Quantitythe number of purchased items of the same type
Pricethe price of the item
Paidthe amount that was paid by the customer
Refundedthe amount given back to the customer, for example, because they returned an item, or they paid more than the price of the item
Disputedthe amount of a credit card payment disputed by the customer
Card Totalthe total amount paid by card
Cash Totalthe total amount paid by cash
Other Totalthe total amount paid by other means
Gift Totalthe total amount paid by a gift card
Surchargethe amount added to the total
Payment Feesthe amount charged for using certain payment providers
Costthe amount of costs associated with a purchase
Discountif a promotion was applied, the value of the promotion is shown
Taxthe value amount of the tax percentage out of the total paid by the customer
Net Taxthe value amount of the tax percentage applied to the total product price (if direct sale) or after commission is deducted from the total (if sold by a reseller); if a product which sells for $100 has 10% tax, and a reseller makes 20% commission on any sale, then net tax is $100 (total)- $20 (20% commission) = $80 -> 10% of 80 = $8 and tax 10% of $100 = $10. For direct sale net tax and tax are the same amount as there is no commission.
Revenuethe amount of earnings from the sale
Gross Revenuethe amount of earnings before any deductions or taxes
Marginthe amount of your clean earnings; the formula is as follows: margin = total - cost - commission - payment_fees - net_tax
Balancethe difference between an amount due and an amount paid
Tax Ratethe tax applied on the price of the item

and order your results by one or more of the following variables:

Selecting more than one variable will nest your selections depending on the order they have been picked. You may rearrange the variables to suit your needs, however we recommend you select one or two to make the report relevant.

'By' VariableDescription
Shift IDunique shift identifier
Order Notesnotes entered in the checkout form
Order Reference8-character alphanumeric string beginning with the number symbol (#) located in the top right corner on the booking level
Vouchername of the reseller voucher
Voucher Codecode of reseller voucher used during the sale
Voucher Bill GapYES / NO; used with sequential voucher numbers: if a voucher number does not follow the sequence (1, 2, 3, 4, and then 9 comes in), the system automatically creates bookings with voucher numbers that fill the gap between the last and newest booking (5, 6, 7 and 8 - called 'bill gap vouchers') to be able to invoice the reseller on the skipped vouchers as they will have been sold (common with physical booklets of vouchers)
Reconciledindicates whether payments in the transaction are matching
Channelthe source of the sale (Terminal, Web Checkout, Backoffice, Direct API, Concierge, Sales Kiosk, custom channels)
Order Destinationif destinations are set, the destination in which the sale was made
Resellername of the reseller who made the sale
Registryname of registry to register orders in an external system in real time
Registry Dataa reference assigned to the order from an external system
Reseller Codecode assigned to a reseller
Checkoutname of the checkout through which the order was made
Portalname of the sales portal through which the order was made
Reseller Destinationdestination to which a reseller is assigned to
Reseller Managername of the person assigned to a reseller; you can splice revenue from resellers and pin it by manager
Reseller Bandname of the reseller band a reseller is assigned to
Reseller Channelname of the channel a reseller is assigned to
Connectionname of the connection
Connection Partnername of the connection partner (reseller)
Checkout Channeltype of channel assigned to the web checkout
Reseller Billing Account Codecustom code used for ERP integrations like SAP
Reseller Billing Customer Codecustom code used for ERP integrations like SAP
Reseller Billing Citycity where the reseller resides used for billing and invoicing purposes
Reseller Billing Addressfull address of the reseller for billing and invoicing purposes
Reseller Invoice Date Fieldspecifies whether a reseller is invoiced on the travel, booking or redemption date
Reseller Tagstags assigned to a reseller; used for filtering
Reseller Tax Registeredindicates whether a reseller is tax registered; if a reseller is tax registered, net tax is calculated using the wholesale price (net tax = tax on wholesale); if a reseller is not registered, net tax is calculated using the retail price (net tax = tax on retail)
Reseller FXthe conversion rate against the reseller's currency
Reseller Allow Top-upsindicates whether a reseller is allowed to receive credit top-up; credit is used when a reseller, usually a concierge, accepts cash payments instead of using the payment gateway, which can be a liability for the operation
Supplier FXthe conversion rate against the supplier's currency
Direct Saleindicates whether sales where made by your sellers, from your website or kiosk; indirect sales are made by resellers, both concierge or via API
ReferrerURL of a web referrer
Agentname of an agent working for the reseller
Shift Sellername of the seller selling through a terminal, who started the shift
Shift Cashiername of the cashier selling through the backoffice or concierge portal
Shift Locationname of the terminal location
Shift Location Tagstags associated with the location
Sellername of a seller; this seller can be different than the shift seller, see 'Shift Seller' above. You can assign a promoter, where street sellers are not allowed to sell directly to customers but can bring them to the terminal or box office to finish the sale.
Seller Billing Account Codecode assigned to a seller for billing purposes
Seller Tagstags associated with the seller
Username of a user who made sales using a password (manager, finance staff, etc.)
Locationname of the location where the sale was made from
Location Channelname of the channel which was used to make the sale at the location
Outletname of the reseller outlet; outlets can be thought of as chains that can be assigned to a reseller
Email Receiptindicates whether an email receipt was sent to the customer
Sourcename of the source where the sale was made from
Settlementtype of settlement method: Direct - the full amount was paid to you, Voucher - you need to settle the payment with a 3rd party, Deposit - a deposit was paid in the course of the transaction, Wholesale - the reseller paid you the wholesale price, Deferred - there is a balance remaining on the order

'By' VariableDescription
Customercustomer full name
Customer Contacta summary of a customer's contact information (full name, email address, phone number)
Customer Tagscustom tags assigned to a customer, used for filtering
Customer Salutationhow the customer wishes to be addressed, for example, Mr., Mrs. or Ms.
Customer Full Namesame as 'Customer', see above, but the customer name is typed without spaces
Customer First Namecustomer's first name
Customer Last Namecustomer's last name
Customer Companycustomer's company
Customer Departmentthe department in which the customer works at their company
Customer Titlecustomer's work title at their company
Customer Emailcustomer's email address
Customer Mobilecustomer's phone number
Customer Agecustomer's age
Customer Languagecustomer's preferred language
Customer Countrycustomer's country of residence
Customer Addresscustomer's address (street name and number)
Customer Citycustomer's address (city)
Customer Statecustomer's address (state)
Customer Postal Codecustomer's address (postal code)
Customer Notescustomer notes included at checkout
Customer Tax IDcustomer's tax identification number
Customer Tax Officetax office to which the customer belongs
Customer Marketingindicates whether the customer subscribed to receive marketing communication
Importedindicates whether a purchase was imported forma different system
Testindicates whether a booking is a test booking
IP Addressif a customer made an order through the web checkout, their IP address is shown
User Agentbrowser information if a sale comes through the web checkout
Delivery Methoddelivery method of tickets (via email, sms, QR code, scan digital wallet, print tickets, do nothing)
Currencycurrency used to sell a product
Transferredindicates whether funds have arrived in the operation's account
Terminalname of the terminal where the sale was made from
IDunique alphanumeric string identifying a booking
Statusindicates the state of a booking, see Bookings - Status column above
Labelunique flag associated with a booking
Productname of your product
Booking Travel Datedate when the tour takes place
Confirmedindicates whether the booking was successfully processed
Confirmation Datedate of order confirmation
Confirmation Timetime of order confirmation
Visitor Fingerprintif a value is displayed, a visitor used fingerprint identification to pay for the order (if implemented)

NEXT: Bookings

Updated on: 04/03/2024

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