Use Case: Sales Ledger - Customer Sales by Location

Knowledge Base · Reporting & Ledgers

Applies to: All Supported Versions  |  Platform: macOS, Windows, Connected on Demand  |  Prepared: August 2026

ARTICLE CONTENTS

1. Overview
2. Setting Up the Sales Ledger with Invoice Location Data
3. Exporting the Sales Ledger
4. Using Excel to Create Reporting Totals
5. Related Articles

1. Overview

A common request from internal management or external auditors is to determine customer sales by location for a given period of time. This reporting can help calculate sales by region, sales by location for sales tax, sales by country, or to identify sales trends for a particular geographical area.

Connected's Sales Ledger provides an excellent tool to assist with this analysis.

Because Ledger windows export cleanly to a text file or spreadsheet, they're also a great source of clean, structured data for feeding into AI tools for further analysis — whether that's spotting sales trends, summarizing results in plain language, or building forecasts beyond what a static report can show.

The following shows the process of using the Sales Ledger to create a detailed sales-by-location report, by customer invoice address. This type of report can be totaled and also contains all the detailed data to back up those totals.

2. Setting Up the Sales Ledger with Invoice Location Data

Connected's Sales Ledger allows access to invoice information that includes the Billing Address, Shipping Address, or both, for each invoice.

To prep the Sales Ledger for a location analysis, the following example can be used.

Add the data columns needed for the analysis to the Sales Ledger. In this example, the following columns were used:

• Invoice No
• Invoice Date
• Customer Code
• Bill To Name
• Invoice Subtotal
• Freight
• Tax 1
• Tax 2
• Bill To City
• Bill To State/Prov
• Bill To Zip/Postal
• Sales Rep
• Ship To City
• Ship To State/Prov
• Ship To Zip/Postal

Reference: Learn how to add or change columns in the Sales Ledger — see Using Connected Ledger Windows.

Once the columns are selected, enter any invoice filters required. For example, if sales by state/province is needed for one year, enter a one-year date range in the Sales Date Interval field. In this example, a one-year date range, all invoice types, and all Posted/Closed invoices were included.

Reference: Use a Connected View to save these options for future use — see Connected "Views" for Ledger and Query Windows (Version 11.X).

The following is an example of a saved "Sales By Location" Ledger view using the data columns listed above.

3. Exporting the Sales Ledger

Once the sales location data is loaded, it can be exported to Excel for the final analysis.

To export data to either a text file or Excel, click the icon in the top right, as shown below.

When export is selected, you can choose to export the Entire Header or Column Labels Only.

4. Using Excel to Create Reporting Totals

Once the data is exported to Excel, the following steps can be used to achieve a quick location analysis.

Totaling in Excel can be done in multiple ways:

• Sort and manually sum fields
• Subtotals
• Pivot Tables

For more information on how to use these features in Excel, refer to internal or online Excel help articles. The following is a useful article on these operations: How to Make Subtotal and Grand Total in Excel (4 Methods).

The following example shows how to Subtotal the exported data by State/Prov:

1. Highlight all data columns and select the Subtotal icon in Excel. This can be in a different spot depending on the version, platform, and customization done to Excel.
   
2. Select the subtotal options, as shown below.
   
3. The data should appear similar to the example below.
   

The following shows an example of how a Pivot Table can easily show the same information.

5. Related Articles

• Using Connected Ledger Windows
• Using the Purchase Ledger - An Example
• Using Connected Query Windows