Reports
Custom report
Build, save, and export your own reports over orders, shipments, or individual line items using any combination of filter conditions and a date range.
Intro
The Custom report is a report builder. Pick what each row should be — an order, a shipment, or a single line item — add conditions on any field (order number, tags, customer, SKU, vendor, carrier, status, amounts, fulfillment location, custom fields, …), choose which date the range applies to, and run it. You get the matching rows with totals, can export them to CSV, and can save the report so the whole team can re-run it later.
Purpose
- Answer one-off questions the fixed reports cannot — which shipments over 10 lb went UPS Ground last week?
- Report on part of an order: list only the line items from one fulfillment location, one vendor, or one SKU, even when the order also contains other items
- Save the reports you run every week so they are one click away
Choose the subject
| Subject | One row per… | Use it when |
|---|---|---|
| Orders | Order | You want order-level totals. A condition on items (e.g. Item fulfillment location equals Denver) matches orders that contain at least one such item; the row still shows the whole order. |
| Shipments | Shipment (box) | You care about labels, carriers, ship-by dates, postage, packing. |
| Line items | Order line item | You want only the items that match — e.g. everything shipping from one location, one vendor's products, or a specific SKU — with units and line totals for just those items. |
An order with items from two locations shows up once under Orders but only its matching items show up under Line items. Use Line items when the question is "how much of X", and Orders when the question is "which orders".
Build the report
- Open Reports → Custom report. The page lists every report saved on this store — what it lists, how many filters it has, when it last ran, and who created it. Click a row to open it.
- Click New report. You can start from a ready-made starting point (Items from one location, Orders with a tag, Shipments without a label, Sales of a SKU) or build from scratch.
- Choose what each row should be: Orders, Shipments, or Line items.
- Give the report a name, then set the date range (which date to use, from, to, or a quick range). Turn the calendar off to include every date.
- Optionally narrow it down. Tap a common filter (fulfillment location, SKU, tag, …) or click Add a filter, then pick what to filter, how, and the value. Every filter must match.
- For fields like fulfillment location, tag, carrier, carrier service, box, vendor, product type, SKU, sales channel, ship-to city/state/country, and your custom fields, the value box is a pick-list of the values already in your store — start typing to search it. If the value you want isn't there yet (a brand-new location or tag, for example), type it and press Enter or choose Create "…" to use it anyway.
- Pick-lists appear for is / is not / is one of / is not one of. Operators like contains or starts with stay as free text.
- Click Preview results to see the matching rows and totals. Save when you are happy with it.
Fields you can filter on
Fields are grouped in the picker. Highlights per subject:
| Group | Examples |
|---|---|
| Order | Order number, order date, fulfillment / payment status, sales channel, total, subtotal, shipping charged, discount, tax, units on order, number of shipments, order tag, order note, Additional-details key / value |
| Shipment / Label | Shipment number, status, ship-by, delivery date, created, packed at, hold reason, units, shipping charged, shipment tag, internal note, requested shipping method, carrier, carrier service, tracking, postage cost, label weight, shipped at, box, has an active label |
| Customer | Email, first / last name, phone |
| Ship-to | Company, address, city, state, postal code, country |
| Items | Item name, SKU, vendor, type, barcode, price, quantity, fulfillment location |
| Custom fields | Every Order and Line item custom field you have created under Advanced → Custom Fields |
Filtering on Order number or Shipment number supports equals, starts with, contains, and is any of (comma-separated list), so you can paste a list of numbers straight in.
Operators
| Field type | Operators |
|---|---|
| Text | equals, does not equal, contains, does not contain, starts with, ends with, is any of, is none of, is blank, is not blank |
| Number / money | equals, does not equal, greater than, greater or equal, less than, less or equal, between, is blank, is not blank |
| Date | on, before, after, between, is blank, is not blank |
| Status pickers | equals, does not equal, is any of, is none of |
| Yes / no | is yes, is no |
Text matching is case-insensitive. Is any of takes a comma-separated list. Does not equal on a related field (tags, items, locations) means no related row matches — Item fulfillment location does not equal Denver on Orders returns orders with no Denver items at all.
Read the results
- Totals above the table cover every matching row, not just the current page: Orders → orders, units, order total, shipping charged · Shipments → shipments, with a label, units, shipping charged, postage · Line items → line items, orders, units, line total, cost (COGS), profit. Profit is quantity × (unit price − unit cost); each line item row also has its own Profit column, and you can filter on it. Shipment shipping charged is the checkout rate for the items in that box (a split group shares that one price). Order shipping charged is the full shipping line on the order. Postage is the carrier label cost.
- Click a column header to sort. Order and shipment numbers link to the record.
- Use the rows-per-page picker (25–200) and the pager at the bottom.
Save, re-run, export
| Action | What it does |
|---|---|
| Save report / Save changes | Stores the subject, filters, and date-field choice under the name you typed. Saved reports are store-wide; a new report gets its own URL you can bookmark or share with the team. |
| ⋯ → Save as new copy | Duplicates the open report under a new name. |
| Unsaved badge | You changed something since the last save. |
| Custom reports list | Opening a saved report runs it straight away for the last 30 days. The list's ⋯ menu also offers Duplicate and Delete. |
| View vs. edit | A saved report opens in view mode: a one-line Report setup summary (what it lists and its filters), the date range, and the results. Click Edit report to expand the full builder and change the name, subject, or filters; Save changes keeps them and returns to view mode, Cancel discards them. |
| Change the dates | The date range is not part of the saved report. On an open report, change From / To, pick a quick range, or switch which date it applies to and the results refresh on their own — nothing to save, and the report is not marked as changed. |
| Delete | Removes the saved report for everyone (asks first). |
| Export CSV | Downloads all matching rows (up to 50,000) — not just the current page. Columns match the table plus record IDs. |
The date range is not saved with the report; pick it each time you run.
Tips
- Start from Line items when you need to isolate part of an order — the units and line totals then reflect only those items.
- Combine Fulfillment location equals X with Shipped (label date) as the date field to see what actually left a location in a period.
- Has an active label is no on Shipments finds shipments still waiting for a label.
- Cancelled shipments are included unless you add Status does not equal Cancelled.
Related
- Custom field sales — revenue grouped by a line-item custom field value
- Overview — label-based spend and volume KPIs
- Advanced → Custom Fields — fields you create there are filterable here