Reports Reporting Basics Session is designed to help you understanding the Reporting Basics for Commander and RubyCi.

Preface Contents of this instructional session are meant to be used as a guide. Information is subject to change. Covered in the session: Reporting Periods Differences between Close, Current, and Print How the POS organizes reporting periods? How are Reports closed? Enabling Monthly and Yearly Reports Configuring Report Print Outs What is a Flash Report?

Reports sales totals for only one POS user / Employee ID/ cashier Reporting Periods Cashier Shift Reports sales totals for only one POS user / Employee ID/ cashier Closed from the register the cashier is running in Reports Menu Close cashier function closes and resets drawer totals Cashiers can only be closed if they opened a new till and conducted sales. Typically spans time periods for morning, evening, and night “shift” Cashier reports can be closed when a shift is closed – only if configured to do so.

Reporting period for a daily report will typically span 24 hour period Reporting Periods Daily Monthly Reporting period for a daily report will typically span 24 hour period Closing a daily report will subsequently close out the shift report. Daily reports MUST be closed in order for network batches to reconcile. Reporting period for a monthly report will typically span the time frame of 29-31 days depending upon the month. Closing monthly report will close out the daily report.

Yearly Yearly reports span the time frame of 365 days. Reporting Periods Yearly Month Yearly reports span the time frame of 365 days. Totals from a close yearly report are not saved Closing a yearly report will close all totals for the POS and reset them. In order for Monthly and Yearly reports to close, they must be configured to do so in Report Configuration. More information: https://www.youtube.com/watc h?v=0T-TMYAvcss Day 1 Morning Shift Evening Shift Emp1 Emp2 Emp 3 Emp 4 Day 2 Morning Shift Evening Shift Emp 1 Emp 5 Emp 3 Emp 4

Difference between Closed, Current, and Print Current Reports Current reports reflect the period from the last close to the minute the printout was performed Current reports can be printed for the cashier, shift, daily, and monthly reports.

Difference between Closed, Current, and Print Close Reports Period reports only span the time frame from which they were last closed to the time of the next close. It is best practice to set consistent times to close the reports out, especially with the daily report No sales should occur during a Close Suspended sales should be settled before a close is performed. Reports do not close themselves. Only the Daily report can be configured to close automatically.

Difference between Closed, Current, and Print Close Reports – Pending Transactions In the event a pending transaction such as a suspended sale or fuel transaction are occurring during a close report it may cause totals to show up incorrectly for certain reports. For example, if a fuel sale is occurring or occurs during a close, the Department report will show a total in department 9999 Fuel Deposit. This total will reconcile on the next close. Suspended sales do not finalize when a close occurs. They must be manually settled by a cashier.

Difference between Closed, Current, and Print Print Reports Print options exist to allow reports to be printed out from the POS The first report is always the current report. If a report is not listed for reprint it may be obtained from Site Report Navigator Report Navigator information: https://www.youtube.com/watch?v =CAazV4Mq1KI

How the POS Organizes Reporting Periods Yearly = Totals from all Month closes since the last Year close Organization is handled in a top down manner Monthly = Totals from all Daily closes since the last Monthly close Daily = Totals from all Shift closes since the last Daily close Shift = Totals from all Cashier closes since the last Shift close Emp1 Emp2 Emp3

Where/How are reports closed? Reports can only be closed on the POS! All POS registers will have access to the Reporting Menu Not all cashier/employees will have the appropriate access level to run a close report. The typical security level required for a user to be able to close a daily report will be a 5 or higher. ConfigClient > Security > POS Security Cashier reports should be closed at the end of their shift by the cashier. Once they are closed drawer totals are reset so be sure to log out and not back into sales mode!

Can I configure my Daily to close automatically? The daily report can be configured to close automatically in Configuration Client > Report Configuration > Auto End of Day (AEOD) Enable auto end of day. Select Disable fuel to disable fuel sales from occuring during the close. Set up the time you wish to have the daily close. (Military Time)

Enabling Monthly and Yearly Reporting Options In the event you are unable to perform a close Monthly or Yearly you must perform the following parameter change. Configuration Client > Reporting > Report Configuration. Set Roll UP DB to Yes for Monthly and Yearly reports. Save the configuration. Log out and back into the POS and retry.

Report Configuration for POS Print Outs The reports that print from the POS can be configured to only print out certain reporting data. This is also handled in the Report Configuration section. These are listed as Period 1,2,3,4. Period 1 = Shift Period 2 = Daily Period 3 = Monthly Period 4 = Yearly

Flash reports prints specific reports from the current shift report. What is a Flash Report? Flash reports prints specific reports from the current shift report. These reports contain a snapshot of information that does not reset any reporting totals, but also does not print out all the reports configured for shift or daily reports. Contains totals from the last close shift to the point the flash report is processed.

Cashier Close only affects the register Key Points to Remember Closing a report does not automatically print the report. The Print report option can be access to print the report from the POS. Cashier Close only affects the register A period close closes all registers for inside and outside sales Closing a period closes that period as well as any periods within that time frame. Ex. Close Daily will close the open Shift report as well. Flash reports provide current information for a specific Period 1 (shift) report without performing a close.

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