X and Z reports, the daily summary and sales reports

# X and Z reports, the daily summary and sales reports

X and Z reports

• An X report is a look at a shift that is still open. It changes nothing.
• A Z report is the end-of-shift report. It appears when you close the shift, and again later from Till, Shifts and reports. Choose X report or Z report on a row.

Both show net sales, tax by tax code, each way of paying, and the cash figures: float, pay-ins, pay-outs, expected cash, counted cash and variance. Both can be saved as a PDF. The Z report totals match the entry posted to the books.

How a shift posts to the books

Nothing is posted for each sale. When you close a shift, one entry is posted for that store and shift, dated the day the shift opened. It holds:

• What was taken, in clearing accounts for cash, card, gift vouchers, store credit and other.
• Sales by the item's income account.
• Tax by tax code, in its own account.
• Cost of goods sold against stock.
• Cash in and cash out.
• Cash over or short.

The accounts are created the first time, with names such as Till cash clearing, Card payments clearing and Cash over and short. Till, Setup, Where the shift summary posts lists them. You can change them under Accountant.

After a shift is posted, the sale detail stays for reports. A sale that reaches the office late, for example from an offline till, is posted as a second entry for that shift. Sales and refunds that cancel exactly leave a summary row and no entry.

The cash clearing account should end at the counted cash less the float. Check it when you do your bank reconciliation. See reconciling a bank account.

Sales reports

Open Till, then Sales reports. Choose a date range and group the sales by store, item, hour, staff or day, then choose Show. You get three tables:

• Sales: before discounts, discounts, net, tax and total.
• How it was paid: taken, paid back and net for each way of paying.
• Refunds: date, receipt, original sale, store, who, reason and amount.

Reports need permission to read reports.

Good to know

• Card amounts are what the cashier wrote down. They are not checked against a card terminal. Compare them with your terminal's own end-of-day report.
• The reports have been tested by automatic tests. The close-shift and report windows have not been clicked through by a person.