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Order Wholesale Adjustments

Menu Location: Reports > Orders > Order Wholesale +/- (also listed under Products > Reports)

Last Updated: 2026-07-27

Overview

The "Order Wholesale +/-" report is a view of your regular Orders list (the same page you use to search and manage orders) with two extra columns added: Wholesale Cost +/- and COGS Margin. It compares the wholesale cost of what a customer originally ordered against the wholesale cost of what actually shipped, so you can see the dollar impact that substitutions had on each order's cost.

In the app's own words (shown in an info banner at the top of the report):

"The Wholesale Cost +/- report looks at the original wholesale cost of an order, then compares it to the current wholesale cost of the order. This allows you to see what effect the subs that customers make have on the total value of an order. If a number is red, that means the customer has made subs that have decreased the overall value of the order. If the number is green, then the customer has made subs that have increased the overall value of the order."

Primary Functions:

  • Compare the wholesale cost of the originally-ordered items against the wholesale cost of what actually shipped, per order
  • Flag (via red/green) whether a customer's substitutions raised or lowered your wholesale cost on that order
  • Show a COGS-to-revenue percentage per order
  • Export the filtered order list (including these figures) to CSV

Page Layout

Header Section (Filters)

This report uses the same search/filter controls as the main Orders page:

  • Week Selector - choose the delivery week to view (with prev/next arrows)
  • Route - filter to a single delivery route (populated from routes active in the selected week)
  • Status - Open for subbing, Closed (prepping), Being Delivered, Waiting for Payment, Completed, Cancelled, NOT Cancelled, or View ALL
  • Has made subs - filter to orders with customer-made subs, no subs, or system-made subs
  • Export (CSV icon) - downloads the currently filtered list as a CSV named [Company]_[date]_WholesalePlusMinusReport.csv

Order List Table

Standard order columns (Order #, Customer Name, Route, Delivery Date, Total, Status, etc.) plus two columns added specifically for this report:

  • Wholesale Cost +/- - shown as Original Cost - Total Cost = <difference>, colored red or green per the explanation above
  • COGS Margin - the order's total wholesale cost divided by its order total, shown as a percentage (hover the value to see the exact numbers used)

Results are paginated (10 orders per page), same as the regular Orders list.

There is no separate summary/totals panel on this page - the report only shows figures per order, not a week-level total.

Understanding the Report

Key Metrics

Original Cost:

  • The wholesale cost of the items the customer would have received before this order's substitutions (system-suggested sub if one was made, otherwise the customer's own prior sub, otherwise the item as originally in the box)

Total Cost:

  • The wholesale cost of what's actually in the box now, after any substitutions

Wholesale Cost +/- (the colored value):

  • Original Cost minus Total Cost
  • Red - substitutions decreased the order's wholesale cost (you're paying less than the baseline)
  • Green - substitutions increased the order's wholesale cost (you're paying more than the baseline)
  • This is the opposite of the usual "red = bad" convention - green here means your cost went up, not down

COGS Margin:

  • Total Cost (wholesale) divided by the order's Total (what the customer paid), shown as a percentage
  • This is a cost ratio, not a profit margin - a lower percentage means wholesale cost is a smaller share of revenue (better for you); a higher percentage means cost is eating up more of what the customer paid

Common Use Cases

Use Case 1: Weekly Cost Review

Goal: See which orders' substitutions cost you the most this week

Steps:

  1. Select the week you want to review
  2. Optionally filter by route or by "Has made subs"
  3. Scan the Wholesale Cost +/- column for green values (cost increased)
  4. Open the flagged order to see what was substituted
  5. Check the COGS Margin column for orders where wholesale cost is a large share of the order total

Use Case 2: Investigate a Specific Order's Cost Increase

Goal: Understand why an order's wholesale cost went up

Steps:

  1. Filter to the week and, if useful, the route
  2. Look for a green Wholesale Cost +/- value
  3. Open the order (click the order number's edit icon) to see which items were substituted
  4. Compare the substituted item's wholesale cost to the original item

Common Causes:

  • A pricier item was substituted in at no extra charge
  • Wholesale cost on a product changed since the order was placed
  • A system-generated substitution picked a higher-cost item

Use Case 3: Review Orders With Substitutions

Goal: See the cost impact only on orders where a sub happened

Steps:

  1. Set the "Has made subs" filter to "Has made subs" (or "System made subs" to isolate system-generated ones)
  2. Review the Wholesale Cost +/- and COGS Margin columns for those orders
  3. Use this to spot patterns in which substitutions are consistently costing more

Use Case 4: Route-Level Cost Check

Goal: Compare wholesale cost impact across routes

Steps:

  1. Select the week
  2. Filter to one route at a time
  3. Review the Wholesale Cost +/- and COGS Margin values for orders on that route
  4. Repeat for other routes to compare

There is no built-in per-route average - this is a manual, order-by-order comparison (or use the CSV export and total it yourself).

Use Case 5: Export for Further Analysis

Goal: Analyze cost impact outside the admin

Steps:

  1. Apply the week/route/status filters you want
  2. Click the export (CSV) icon
  3. The CSV includes, per order: Original Cost, Total Cost, and Difference, along with the order's customer, route, delivery date, and total

Note the export is order-level, not product-level - it does not break down cost impact by individual product. To trace a specific product's substitution cost, open the individual order.

Substitution Impact Example

Scenario: Upward substitution

  • Customer ordered: Regular ground beef ($5 wholesale)
  • Substituted with: Grass-fed ground beef ($9 wholesale)
  • Customer still charged the same price
  • Result: Total Cost ($9) exceeds Original Cost ($5) - shows green, "+$4"

Scenario: Downward substitution

  • Customer ordered: Organic apples ($6 wholesale)
  • Substituted with: Regular apples ($3 wholesale)
  • Customer still charged the same price
  • Result: Total Cost ($3) is below Original Cost ($6) - shows red, "-$3"

Troubleshooting

Numbers Look Wrong

Check:

  1. Is the correct week selected?
  2. Are your product wholesale costs (case price / case quantity on the product) up to date?
  3. Are your filters (route, status, has-made-subs) set the way you expect?
  4. Export the data and re-check the figures in a spreadsheet if you're unsure

Can't Tell Which Product Caused a Cost Change

Steps:

  1. Open the individual order (via the order number's edit icon)
  2. Compare the item that shipped against what was originally ordered
  3. Check that item's current wholesale cost (case price / case quantity) on the product record
  • Orders - the main order search/management page (this report is a view of it)
  • Order Contents Dump - detailed order/line-item data export
  • Weekly Report - overall weekly performance
  • Products - manage product wholesale cost and pricing

Quick Reference Card

Task Action/Location
View report Navigate to Reports > Orders > Order Wholesale +/-
Select week Use the week selector (with prev/next arrows)
Filter by route Select route from the Route dropdown
Filter by status Select from the Status dropdown
Filter to orders with subs Use the "Has made subs" dropdown
Check cost impact Review the Wholesale Cost +/- column (red = cost decreased, green = cost increased)
Check cost-to-revenue ratio Review the COGS Margin column (lower is better)
Export data Click the CSV export icon
View order detail Click the order number's edit icon

FAQs

Why would an order show a green (cost-increased) value?

Usually because a customer's substitution (or a system-generated one) replaced an item with a costlier one, at the same charged price, or because a product's wholesale cost went up since the order was placed.

Is a low COGS Margin percentage good or bad?

Good. COGS Margin here is wholesale cost divided by what the customer paid - a lower percentage means your cost is a smaller share of the order's revenue.

Does this report show totals for the whole week?

No. It's a per-order report; there's no built-in weekly total or average. Export to CSV and total the columns yourself if you need a week-level figure.

Can I see which specific product caused the cost change?

Not from this report directly - open the individual order to see which item was substituted and compare its wholesale cost to the original item.

End of Documentation

For additional help, contact your system administrator or Kiva Logic support.