(Brian Henderson): So let’s talk about reporting a little bit. There is the end of day report, which you will need to print every single day either at the end of the day when you’re securing your till in the safe or the very next first thing next morning before you have any new sales for the next day. This clears out the running total in the till and basically tells the Point of Sale System this is a new day and I need you to start the count all over again. I’m starting with a fresh till right now. I just logged in through manager using my administrative password and ID, going to go to tools, end of day. Again, it’s going to ask you for your administrative password and ID or if you have the permission levels set up for access to the end of day report then it doesn’t have to be the administrative password, it could be any team member that you have set that permission level. Also, notice that the end of day will automatically print on your full-size printer. In this example, I don’t have a full-size printer connected to this computer, so I have it set to print as a PDF.
Let’s just name this two. So this is what it looks like basically with the actual money that came in in the left-hand column and then sales on the right. I have not done any sales since the last end of day report on this particular computer, so it’s all zeros. Other reporting that you may need, let’s say you’re balancing the till using your end of day report and something’s not adding up. The amount in the till is not matching what the Point of Sale System is saying that it should be. How do you follow your paper trail if everything’s paperless? We’re going to login. We’re going to go to options, administrative, and then reporting. There are so many reports that you can pull. I highly recommend reading the description of the report and just going through each of them one by one to learn what’s possible, but in this case you’re trying to hunt down what went wrong. Let’s look at the receipt listing for the whole day, so you choose receipt listing. It says a report of each receipt with the date, cashier, server, and list of each item on the invoice. Choose the date range. Let’s say we’re looking at the previous day’s sales. I’m double clicking in that field to pull up the date picker and you can even choose by cashier if you want to or if you want to see sales by everybody then just leave it like this.
Now one important note, make sure your default printer is set as a full-size desktop printer. The way you can check that on Windows 10 anyway is you can choose the start menu and just start typing devices and printers, that’s what we want to see. In this example, again, I don’t have a full-size printer hooked up to this computer, but you would pull this up and then right click on the full-size desktop printer you have connected to this computer and choose set as default printer. Right now, again, I don’t have a full-size printer hooked up. I have Microsoft print to PDF. The reason why you want to do this is if your thermal receipt printer accidentally gets set as the default printer then any reports that you try to bring using this reporting screen may try to fit the full-size report onto thermal receipt paper, which obviously is not wide enough. If you start getting reports that show up on the computer screen as very narrow and not formatted correctly, just double check what your default printer for the computer is set up as. In this case, I’m going to choose display rather than print and you can look at all completed reports, as well as any voided invoices.
So completed invoices for yesterday and that should pull up on the screen any moment here. There it is and it looks like I had zero sales yesterday, so sorry this isn’t a very good example, but just imagine if you will that the cashier would show up there, any customers, and then each invoice would have its own line like this showing everything that was sold and any cash or credit card income that came in, the grand total, as well as the date and time of the transaction. Another report that’s very useful is going to be your time clock, hours and wages. Typically, choose the date range. Let’s say I want to look at last week and then you have the option of printing a full-size report on your desktop printer or choose receipt paper for this report. I typically choose receipt paper because it just prints it off very quickly using the thermal printer and you can review the hours at that point in time and then choose print.
Another report that’s very useful is going to be the customer AR summary or AR statement. AR summary lists a summary of account names and balances sorted by last name or customer number. Typically, each month you’ll want to bring up this report. Let’s hit display and let’s sort by last name. I, obviously, don’t have any accounts receivable set up on this practice computer here, but it will then give you a list of everybody who owes you money who has a commercial account.