Module 11 · Specialist · 8 min read

Z reports, Day Close and POS Audit

You will be able to: Read the Shifts list and a Z report; Run and reopen Day Close; Use POS Audit to spot leaks at the till.

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After the shifts end the manager's work starts in the POS menu: Shifts, Z Report, Day Close, POS Receipts and POS Audit. They read what the till posted; only Day Close and its reopen action change anything.

Shifts and the Z report

POS ▸ Shifts lists every shift in a date range with sales, expected cash, counted cash and difference. Filter by From, To, Status (All, Open, Closed) and Terminal. Click a closed shift or press View Z to open its Z Report. POS ▸ Z Report is the same screen starting with closed shifts only.

The Close Shift screen with the counted notes entered, the counted total and the over or short result before closing.

Enter the counted notes; the over or short shows before you close.

Enter the counted notes; the over or short shows before you close.
The POS Shifts screen with tiles for expected cash, counted cash and over or short and the list of shifts.

POS, Shifts: every shift with its expected and counted cash.

POS, Shifts: every shift with its expected and counted cash.
The Z Report screen for a POS shift.

POS, Z Report.

POS, Z Report.
  • The Z report shows Gross Sales, Returns, Net Sales, VAT and Sales Count.
  • By Payment Mode shows one row for each mode used. A split sale counts once for each mode.
  • Cash Drawer shows the opening float, cash refunded, paid in and paid out (already included in the total), expected cash, counted cash and Over / Short.
  • Sales figures stay sales only. Refunds are reported beside them.

Daily report PDF makes a report for the whole day: every shift, sales, VAT, discounts and returns, takings by payment mode, the cash count and best-selling items. Daily report A5 and Daily report roll print it on A5 or an 80 mm roll.

Day Close

Day Close is the manager's last step each evening. It checks that every shift of the chosen date and branch is closed, adds up the sales and cash, and locks the day. While a day is locked a new shift, a sale, a refund, a void and closing a shift for that branch and date are all refused. Day Close posts nothing to the accounts. The over and short amounts were already posted when each shift closed.

The POS Day Close screen with the day close controls and the list of closed days.

POS, Day Close.

POS, Day Close.
  1. Be sure every cashier has closed their shift. Day Close refuses otherwise.
  2. Choose the Date and Branch.
  3. Type Cash Counted for the whole day, or enter notes and coins. Leave both empty to use the counts of the closed shifts.
  4. Press Run Day Close. The day appears in the list as Locked.

To change something later, press Reopen on the row and type a reason of at least five characters. The status becomes Reopened and tills can post again. Run Day Close again to lock it. Run Day Close needs the pos.submit permission and Reopen needs security.amend. If Daily Business Summary is switched on in Settings ▸ Sharing, closing the day queues a one-page summary for the e-mail and WhatsApp recipients listed there. Queued means waiting to be sent, not sent.

A closing eveningTwo tills: POS-01 expected 2,180.00 and counted 2,170.00 (short 10.00); POS-02 expected 1,540.00 and counted 1,545.00 (over 5.00). Each shift already posted its own difference. The Day Close variance for the day is −5.00 (counted 3,715.00 less expected 3,720.00) and is only recorded.

POS Receipts and POS Audit

POS ▸ POS Receipts lists every receipt, newest first, with a read-only detail panel. A refund is not in this list: it is a credit note in Sales ▸ Returns. POS ▸ POS Audit records every price override, line void, manual discount and receipt reprint: who, which till, what changed, why and which manager approved. The lines cannot be changed or deleted. Filter by Type, Cashier and Terminal; a blank Approved by means no manager was needed under your settings.

The POS Receipts screen listing the receipts of the till with number, time, cashier, amount and status.

POS, Receipts: every till receipt.

POS, Receipts: every till receipt.
The POS Audit screen listing voids, returns, discounts and other till events for review.

POS, Audit: voids, returns and discounts.

POS, Audit: voids, returns and discounts.
TipThe Reports module also has POS Sales by Salesman, which lists commission per receipt when a salesman is picked at the till.

Try it in the demo

  1. Open POS ▸ Shifts in the demo, set From and To to cover the past month and filter Status to Closed.
  2. Click a closed shift to open its Z report. Find Gross Sales, By Payment Mode and Over / Short.
  3. Open POS ▸ Day Close and read the parameters: Date, Branch and Cash Counted. Do not run it on the shared demo unless you want to lock the day.
  4. Open POS ▸ POS Audit and set Type to Price override.
Open the live demo

Public demo company, sign in as admin / demoAdmin123. Data refreshes nightly.

Key takeaways
  • Shifts and the Z report read the till; Day Close locks a branch and date.
  • Day Close refuses while any shift is open and posts nothing to the accounts.
  • Reopening a day needs a reason and a specific permission.
  • POS Audit is an unchangeable record of overrides, voids, discounts and reprints.

Check yourself

3 questions on this lesson. Not timed, not the exam, and you can try again. Score 60% or more, and read the lesson, to complete it.

1. What does Day Close do to the accounts?

2. Day Close can be run while one cashier's shift for that date is still open.

3. Which POS screen records price overrides, line voids, manual discounts and reprints in a form that cannot be edited?

Previous: Cash control and closing a shiftNext: Working offline and setting up the till

Practice questions for this module · Printable study sheet