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Actual Total Revenue Report Documentation

Menu Location: Reports > Financial Reports > Actual Total Revenue

Access Level: Kiva Admin

Last Updated: 2026-03-01

Overview

The Actual Total Revenue Report provides historical revenue tracking with time-based snapshots of your total revenue. This powerful monitoring tool automatically captures revenue data at regular intervals, allowing you to analyze revenue trends over time and identify patterns in your business performance.

Primary Functions:

  • Track total revenue with automated time-based snapshots
  • View historical revenue trends with order-level details
  • Enable or disable automatic revenue tracking
  • Manually trigger revenue snapshots on demand
  • Filter and analyze revenue data by date range

Page Layout

Header Section

  • Page Title: Displays "Actual Total Revenue Report"
  • Enable/Disable Toggle: Control automatic revenue tracking
  • Run Now Button: Trigger an immediate revenue snapshot
  • Clear Data Button: Remove all historical snapshot data

Main Content Area

The primary display shows a comprehensive table of revenue snapshots with the following columns:

  • Timestamp: When the snapshot was taken
  • Total Revenue: The recorded revenue amount at that point in time
  • Order Details: Individual order breakdowns that contribute to the total

Filter Section

Date range controls allow you to focus on specific time periods for detailed analysis.

Revenue Tracking System

Automatic Snapshot Feature

The system can automatically capture revenue snapshots at scheduled intervals, providing a continuous record of your revenue performance without manual intervention.

How It Works: When enabled, the system periodically records the current total revenue along with detailed order information, creating a historical timeline of your business performance.

Benefits:

  • Hands-free revenue monitoring
  • Consistent data collection intervals
  • Historical trend analysis capability
  • No manual data entry required

Manual Snapshot Control

You have full control over when revenue snapshots are captured, allowing you to record revenue at critical business moments or supplement automatic tracking.

Actions & Operations

Enabling Automatic Tracking

Purpose: Start automated revenue snapshot collection

Steps:

  1. Click the "Enable Tracking" toggle at the top of the page
  2. Confirm the activation when prompted
  3. System begins automatic snapshot collection

Requirements:

  • Kiva Admin access level
  • Understanding of snapshot frequency settings

Running Manual Snapshots

Purpose: Capture an immediate revenue snapshot

Steps:

  1. Click the "Run Now" button
  2. Wait for the system to process current orders
  3. New snapshot appears at the top of the data table

When to Use:

  • Before major business decisions
  • After significant events (sales, promotions)
  • To supplement automatic tracking
  • When investigating revenue anomalies

Clearing Historical Data

Purpose: Remove all existing snapshot data

Steps:

  1. Click the "Clear Data" button
  2. Confirm the deletion (this action cannot be undone)
  3. All historical snapshots are removed

Warning: This permanently deletes all revenue tracking history. Only use when resetting the tracking system or resolving data issues.

Common Use Cases

Use Case 1: Monthly Revenue Trend Analysis

Goal: Understand how revenue has changed month-over-month

Steps:

  1. Set the date range filter to cover your desired months
  2. Review the snapshot table for revenue patterns
  3. Compare revenue totals across different time periods
  4. Identify peak and low performance periods

Example: To analyze Q1 performance, set the date range from January 1 to March 31. Review snapshots to see if revenue increased, decreased, or remained stable. Use this data to inform Q2 planning.

Use Case 2: Event Impact Assessment

Goal: Measure the revenue impact of a specific marketing campaign or promotion

Steps:

  1. Run a manual snapshot before the event begins
  2. Run another snapshot after the event concludes
  3. Compare the two snapshots to measure revenue change
  4. Review order details to understand customer behavior

Tips:

  • Document the event timing for future reference
  • Consider running snapshots at consistent intervals during longer campaigns
  • Compare results to baseline periods without events

Use Case 3: Revenue Verification

Goal: Confirm revenue totals match expectations and resolve discrepancies

Steps:

  1. Run a fresh snapshot for the current period
  2. Compare the snapshot total to your financial records
  3. Drill down into order details if totals don't match
  4. Investigate any unexpected orders or amounts

Tips:

  • Run snapshots at the same time each day for consistency
  • Keep notes about any manual adjustments or credits
  • Cross-reference with payment processor reports

Filters & Search Options

Date Range Filtering

  • Start Date: Set the beginning of your analysis period
  • End Date: Set the end of your analysis period
  • Quick Ranges: Select common periods (last 7 days, last 30 days, last quarter)

Data Display Options

  • Sort by Timestamp: View snapshots in chronological or reverse chronological order
  • Revenue Range: Filter to show only snapshots within specific revenue amounts
  • Order Count: Filter by number of orders included in snapshot

Troubleshooting

Snapshots Not Appearing

Symptoms: Automatic tracking is enabled but no new snapshots are being created.

Solutions:

  1. Verify that automatic tracking is actually enabled (check toggle status)
  2. Confirm that orders exist in the system for the time period
  3. Check that the snapshot schedule is configured correctly
  4. Try running a manual snapshot to verify system functionality

Common Causes:

  • Automatic tracking was disabled and not re-enabled
  • System maintenance or updates temporarily paused tracking
  • No orders exist in the current time period

Revenue Totals Don't Match Expectations

Symptoms: Snapshot revenue totals differ from your financial records or expectations.

Solutions:

  1. Verify the snapshot timestamp matches your comparison period
  2. Check if cancelled orders are included or excluded
  3. Review order details within the snapshot for unexpected entries
  4. Confirm that all payment types are being counted

Check:

  1. Date range settings in your filters
  2. Order status criteria (active vs cancelled)
  3. Payment type inclusions
  4. Timezone settings affecting snapshot timing

If Problem Persists: Contact Kiva Logic support with the specific snapshot timestamp and expected vs actual revenue amounts for investigation.

Clear Data Button Not Working

Symptoms: Clicking Clear Data doesn't remove snapshot history.

Solutions:

  1. Refresh the page and try again
  2. Verify you have proper Kiva Admin permissions
  3. Check for browser console errors
  4. Ensure no active filters are preventing data deletion
  • Actual Reserved Revenue Report (actual-reserved.php) - Tracks reserved/pending revenue separately
  • Billing Revenue Reports (billing-revenue-reports.php) - Revenue analysis per customer
  • MRR Reports (mrr-reports.php) - Monthly recurring revenue metrics
  • Transaction Report (transaction-report.php) - Detailed payment transaction history

Typical Workflow:

  1. Actual Total Revenue Report → Enable tracking → Monitor overall revenue trends
  2. Identify anomaly in Actual Total → Review Transaction Report → Investigate specific payments

Permissions & Access

Required Access Level: Kiva Admin

Access Level Capabilities:

  • Customer Service: No access to this report
  • Manager: No access to this report
  • Administrator: No access to this report
  • Kiva Admin: Full access to all features including enable/disable tracking, manual snapshots, and data clearing

Restricted Features:

  • All Features: Require Kiva Admin level access

Best Practices

Tracking Configuration

  1. Enable automatic tracking for consistent historical data
  2. Supplement automatic tracking with manual snapshots before major events
  3. Document the timing and reason for manual snapshots
  4. Review snapshot frequency to ensure adequate detail without overwhelming data

Data Analysis

  1. Compare snapshots from similar time periods (same day of week, same time of month)
  2. Look for trends over multiple data points rather than single snapshots
  3. Cross-reference snapshot data with other financial reports for validation
  4. Use date range filters to focus on specific analysis periods

Data Management

  • Keep historical snapshot data for at least one full year for year-over-year comparisons
  • Only clear data when absolutely necessary (system reset, data corruption)
  • Export important snapshot data before clearing if needed for records
  • Maintain notes about significant events that coincide with snapshot timestamps

Things to Avoid

  • ❌ Clearing snapshot data without understanding the permanent consequences
  • ❌ Comparing snapshots taken at different times of day (timing matters)
  • ❌ Disabling automatic tracking without a plan to manually capture data
  • ❌ Ignoring sudden revenue spikes or drops without investigation

Quick Reference Card

Task Action/Location
Enable automatic tracking Click "Enable Tracking" toggle at page top
Capture snapshot now Click "Run Now" button in header
View specific date range Set Start Date and End Date filters, click Filter
Sort snapshots by date Click "Timestamp" column header
Remove all snapshot data Click "Clear Data" button (use cautiously)
View order details Click on snapshot row to expand order breakdown
Compare two snapshots Note revenue totals and calculate difference
Export snapshot data Use browser print or export table functionality

FAQs

How often are automatic snapshots created?

The snapshot frequency is configured by Kiva Logic based on your business needs. Contact support if you need to adjust the automatic snapshot interval.

Can I delete individual snapshots?

No, the system only supports clearing all snapshot data at once. Individual snapshot deletion is not available to maintain data integrity.

Why do some snapshots show different revenue amounts even close together?

Revenue changes based on new orders, cancelled orders, refunds, and payment processing. Even short time periods can show significant changes during peak order times.

Does this report include cancelled orders?

By default, the report tracks revenue from active orders only. Cancelled orders are typically excluded from revenue snapshots. Check with Kiva Logic support if you need to customize this behavior.

Can I access historical data after clearing?

No, clearing snapshot data is permanent and cannot be undone. Always export or back up critical data before using the Clear Data function.

Change Log

2026-03-01

  • Initial documentation created
  • All sections completed following template structure
  • Customer-focused language for Kiva Admin users

End of Documentation

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