Reporting Operation

 

Touch > Print Reports (#12) POS Key

 

Description

 

This feature is used to reset totals at the end of a shift or at the close of a trading day and print reports (X/Z Reports).

 

To Be Considered

 

  1. If required, restricting access to this POS Key can be managed by Clerk Security.
  2. In SwiftPOS, there is no formal start Shift procedure. At the end of a shift a Clerk/Staff Member would do a Z Read, which will reset the totals for the next shift.
  3. In SwiftPOS, there is no formal close of day. At the end of a trading day a Clerk/Staff Member would do a Z Read at a SwiftPOS Touch terminal to reset the totals for the next day. SwiftPOS Back Office Media reports would be used to balance the day for all SwiftPOS Touch terminals and shifts.
  4. Floats are just a Value set against each drawer in Touch>Tools>Terminal Settings>Reports>Float Setup.
  5. Note : The SwiftPOS Back Office equivalent of this feature can be found here.

 


Pre-Requisites

 

  1. Ensure the Function Print Reports POS Key is added to the appropriate Layout using the Keyboard Designer.
  2. Ensure the Reports are setup at the SwiftPOS Touch terminal and configured here.

 


Daylight Saving Time (DST)

 

When it comes to running Z Reports and Daylight Saving Time (DST) it is highly recommended to run Z Report outside of the DST window. That is, before or after the DST window. For example, if at 3:00 AM the time is set back to 2:00 AM to comply with DST, then it would be recommended to run Z Reports before 2:00 AM (in original time) or after 4:00 AM (in original time or 3:00 AM in DST).

 

If however, a Z Report is run within the DST window, then one can expect a possible imbalance between the Terminal Cash Offs Media amounts and amounts reported against Media in Z Reports. However, that imbalance should be balanced out the following day once the Z Report is run again.

 


Operation

 

  1. At the SwiftPOS Touch terminal select the Print Reports POS Key.
  2. This will open the Reports screen. Select one of the reports listed, For example Z Read (Daily).
  3. The Z Read (Daily) screen is displayed.
  4. Commit and/or Print to reset totals and optionally print the Z Report.

 


Reports

 

 

This screen is accessed from here.

 

This screen list the reports that have been configured here. Select one to generate.

 


Z Read (Daily)

 

 

This screen is accessed from here.

 

This screen displays the Z Report. Use the Up/Down arrows on the right to scroll/page down through the report. Select either the Commit $ Print button or the Commit No Print button. Select to Cancel to exit with committing or printing.

 


Sample of the Z Report

 

 

  • Report From - Date/Time of previous Z Report
  • Report To - Date/Time of this Z Report
  • Report Name, Terminal Number, Number of Times Z Report run
  • Gross Sales - Total quantity and Gross value of all sales
  • Discounts - Total quantity and value of all Discounts.
  • Surcharges - Total quantity and value of all Surcharges.
  • Rounding - Total quantity and value of all Rounding.
  • Net Sales - Total quantity and Net value of all sales calculated as follows : Gross Sales - Discounts + Surcharges.
  • Net Sales Ex - Total quantity and value of Net Sales Excluding Tax.
  • Refund Total - Total quantity and value of all Refunds. Note : A Refund is considered to be any sale that has a negative Total value.
  • Cleared Items - Total quantity and value of all Items cleared.
  • Credit Items - Total quantity and value of all Credit Items. Note : A Credit Item is considered to be any item, with a negative value, in a sale that has a zero or positive Total value.
  • Non Sale Items - Total quantity and value of all Non Sale Items.
  • Drive Offs - Total quantity and value of Drive Offs.
  • IOUs - Total quantity and value of IOUs.
  • Drive Off Payments - Total quantity and value of Drive Off Payments.
  • IOU Payments - Total quantity and value of all IOU Payments.

 

  • Tax Totals - Total quantity and value of Tax on sales made per Tax type and for all Taxes.
  • Clerks - Total quantity and value of sales made per Clerk/Staff Member and for all Clerks/Staff.
  • Tips - Total quantity and value of Tips per Clerk/Staff Member and for all Clerks/Staff. Not shown in the sample report above.
  • Media Totals - Total quantity and value of sales made per Media Type and for all Media Types. Any Table Charges that have not been closed will show as Media 30.
  • Products - Total quantity and value of sales made per Product and for all Products.
  • Categories - Total quantity and value of sales made per Category and for all Categories.
  • Product Groups - Total quantity and value of sales made per Product Group and for all Product Groups.
  • Master Groups - Total quantity and value of sales made per Master Group and for all Master Groups.
  • Print Groups - Total quantity and value of sales made per Print Group and for all Print Groups.
  • Classifications - Total quantity and value of sales made per Classification and for all Classifications.
  • Hourly Sales - Total quantity and value of sales made per Hourly Period and for all Hourly Periods.
  • Covers - Total quantity and value of sales made per Cover type (Adult/Child) and for all Covers.
  • Price Levels - Total quantity and value of sales made per Price Level and for all Price Levels.

 

  • The Z Report now includes tracking of Mix n Match Discounts to display a MM Discounts line total.
  • The Z Report now includes tracking of Stored Value Charges/Top Ups, by displaying a Stored Value Chg and a SV Top Up line total in the Media Totals.

 

Note : What is reported can be configured here.

 


How Table Tracking effects Reporting at the POS?

 

Sales to tables are made from individual SwiftPOS Touch terminals in the same Location or in other Locations. Because individual Product sales can be made by multiple Clerks/Staff on multiple SwiftPOS Touch terminals in different Locations the actual sales have to be individually recorded with these details for commission reporting, stock decrementing from the correct Locations etc. Final payment on a table can also be made on any SwiftPOS Touch terminal and the Cash-in-Drawer needs to balance on each individual SwiftPOS Touch terminal as well.

 

To balance these transactions, we use Media 30, charging Product sales as tables are held. When payment is made, we reverse this media for the full table amount.

 

With the above in mind, The Z Reports from individual SwiftPOS Touch terminals, some Waiter Stations will show a positive Media 30 (these are the sales being held) and other SwiftPOS Touch terminals (Cashier Terminal) will show a negative Media 30 for the Payments made.

 

We recommend that Media 30 be renamed to Table Charge. If all tables have been paid in full then the overall balance of Table Charge (Media 30) will be zero.

 

 

Until you close all your Tables and TABs, all the sales transactions that relate to those Tables or TABs will remain at the POS. It is important to close off all your Tables and TAB's at the end of the day. The reason they will remain at the POS so that an item can be credited on final presentation of the bill.

 

If you find the above option too hard to understand, then enable the check box option in the Table Tracking settings here to get a single sales file for each table. You will lose a number of other features in doing this.

 

Note : If you enable this feature, you will not get consecutive receipt numbers in the SwiftPOS Back Office because all the transactions from multiple SwiftPOS Touch terminals are consolidated into a single sale.

 

Print Reports POS Key Settings

 

 

This screen is accessed from here.

 

Report Area - Set to the restrict the Print Reports POS Key to only show reports configured for a selected Report Area.

 


Related Topics

 

  1. POS - Reports Settings
  2. POS - Table Tracking Settings - Consolidated Reporting
  3. POS Configuration Index - Reporting Configuration
  4. POS Operation
  5. POS Operation Index - Reporting Features
  6. Touch Toolbar and Tools
  7. Terminal Settings