Who is this for?
StoreHub merchants in the Philippines. This guide covers reporting workflows for both Philippines businesses.
Overview
This comprehensive guide explains how to access and understand your essential BIR-mandated reports.
Before You Begin
Your StoreHub POS device must be powered on and connected to the internet for POS-generated reports.
Your StoreHub account must have BIR compliance enabled (refer to: 'How to Enable BIR Compliance and Configure Receipt Details').
Ensure your POS app is updated to the latest version for optimal reporting features.
Updated Report Formats
The formats for all official reports printed from the POS and viewed in BackOffice have been updated to meet the new BIR standards.
Reports (X/Z-Readings) now include starting and ending sequential numbers for sales, voids, and refunds in the footer (e.g., 'Beg. VOID #' and 'End. VOID #').
X-Reading | Z-Reading |
The calculation for 'Gross Amount' now includes voided transactions, aligning with the new BIR standard.
If your shift is still open when you try to close the 'Z-Reading', the system will automatically prompt you to close the shift first. This ensures the 'Cash in Drawer' total is recorded correctly in the Z-Reading's 'Transaction SUMMARY' section.
Step-by-Step Guide
Understand BIR Report Types
Before generating, it's helpful to know the purpose of each report:
Report Type | Purpose |
Z-Reading (End of Day) | Provides a summary of all transactions performed on a specific register for a single business day. It "closes" the day's sales and resets the register's cumulative totals. Ideally, you should only have one Z-Reading report per register per day. The 'Gross Amount' now includes voided transactions. |
BIR Sales Summary Report | A new mandatory BackOffice report for tax filing. |
X-Reading (Mid-Shift/Mid-Day) | Gives an overview of sales from the start of a shift until the moment the report is run. It is cumulative and does not reset the register's totals, allowing you to check sales progress without closing the day. |
E-Journal Report | A BIR-mandated electronic record that compiles copies of sales invoices, void/refund receipts, X-Readings, and Z-Readings in chronological order, usually in a .txt file format. |
Generate Z-Reading Report on POS
Forced Shift Closure
The system ensures your 'Cash in Drawer' matches your report by requiring you to close the shift before the Z-Reading prints.
1. On your POS, go to 'Sales Report' and tap 'Close Z-Reading'.
2. The system will detect if your shift is open. A pop-up will appear: "Close Z-Reading"
3. Enter your closing cash amount and tap 'Confirm'.
4. The system will close the shift, sync data, and automatically print your Z-Reading.
Best Practices: Managing Cash Deposits Across Shifts
Note:
The Z-Reading provides a cumulative summary of all transactions for the entire business day, combining data from all shifts (e.g., Shift 1 + Shift 2 + Shift 3).
The Risk of Cash Shortfalls
If you physically remove cash from the drawer during an early shift (e.g., for a mid-day bank deposit or to keep the drawer balance low) but do not record it in the system, the final Z-Reading at the end of the day will still expect that cash to be in the drawer. This will cause your report to show a cash shortfall or discrepancy.
How to Prevent This
Any cash taken out for deposit or safe-keeping must be recorded immediately using the 'Pay Out' feature before you close the shift.
1. On the POS side menu, go to 'Sales Report'.
2. Under the Summary section, tap the 'Pay Out' tab.
3. Choose a reason (e.g., 'Cash withdrawal', 'Buy inventory', or 'Other') and enter the amount.
4. Tap 'Confirm'.
View Z-Reading Report (BackOffice)
For the Z-Reading section, you can see the Z-Readings right from your BackOffice.
1. In the BackOffice under the 'Reports' section look for 'BIR' then click on 'Z Reading Report'.
2. You will be able to see the list of 'Close Time' in a table. You may filter out the date if you have a preferred date range.
3. When you click on your preferred transaction period, you'll be able to see a detailed breakdown.
Note:
To learn more about the Z-Reading report in BackOffice, read this article.
Generate the BIR Sales Summary Report (BackOffice)
This is a mandatory report specifically for the latest BIR compliance tax filing.
1. In BackOffice, go to 'Reports', tap 'BIR', then select 'Sales Summary Report'.
2. Select your 'Store', 'Register', and the 'Month/Year'.
3. Click 'Download Sales Summary Report'. The file will be sent to your registered email address.
4. The downloaded Excel file will be sent to your email. You will be able to download the report via the download button in the email.
5. The report contains separate tabs for easier auditing:
Tab Name | Description |
BIR Sales Summary Report | The master sheet showing your daily totals, Gross Sales, VATable Sales, and tax amounts. This follows the Z-Reading format. |
SC Sales / PWD Sales / NAAC Sales | Dedicated tabs for transactions involving Senior Citizens, Persons with Disabilities, and National Athletes/Coaches, as these groups are entitled to special discounts that require specific tracking. |
Voided Transaction | A sequential list of all voids, including Void # and reason, to justify deductions. |
Refunded Transactions | A detailed log of all processed refunds and their corresponding Refund #. |
Print X-Reading (Mid-Shift Check)
The X-Reading allows you to check sales progress without closing the day.
1. On your POS app, go to 'Sales Report'.
2. Tap the ellipsis '(...)' button, then select 'Print X-Reading'.
Note:
To understand your X-Reading (Shift) report, read this article.
Request E-Journal (BackOffice)
The E-Journal is the electronic record of all transactions.
1. In BackOffice, go to 'Reports', tap 'BIR', then select 'E-Journal'.
2. Select your 'Store', 'Cash Registers', and 'Date Range'.
3. Click 'Download E-Journal'. The file will be sent to your email as a ZIP file.
Troubleshooting
Issue | Solution |
Z-Reading or X-Reading not printing from POS. | 1. Ensure your POS device is connected to a working printer and that the printer has paper.
2. Check printer settings in the POS app ('Settings' > 'Printer').
3. Restart the POS app and try again. |
Cannot find or download POS Daily/Monthly reports in BackOffice. | 1. Verify that BIR compliance is enabled for your store in BackOffice ('How to Enable BIR Compliance and Configure Receipt Details').
2. Ensure you have selected the correct 'Cash Register' and 'Date Range' filters.
3. Check your internet connection. |
E-Journal report not received via email. | 1. Check your email's spam or junk folder.
2. Verify that the email address associated with your BackOffice login is correct.
3. Retry the E-Journal request from BackOffice. If it fails again, contact StoreHub Support. |
Z-Reading prompt "Close Shift First" | You must close your open shift on the POS before the system allows you to print the Z-Reading. |
FAQs
1. What is the difference between a Z-Reading and an X-Reading?
A Z-Reading is an 'End of Day' report that closes the day's sales and resets totals, meant to be run once daily per register. An X-Reading is a 'Mid-Shift' report that shows cumulative sales up to that point without resetting totals, useful for checking progress during a shift.
2. Why do I need to download E-Journal reports?
E-Journal reports are a BIR-mandated electronic record of all your transactions, including sales, voids, and other reports. They are crucial for compliance and auditing purposes.
3. Can I view historical reports from before I enabled BIR compliance?
When you enable BIR compliance, non-BIR compliant historical data may be permanently removed or become inaccessible in its original format. It is crucial to download all existing reports before enabling BIR settings.
4. Why does voiding a transaction use a transaction number now?
This is the latest BIR requirement. It ensures a complete, sequential audit trail for every action, including cancellations. You will see 'Beg. VOID #' and 'End. VOID #' on your reports.
5. Why does the system say "VOID" instead of "CANCEL"?
Under current BIR regulations, you cannot simply "cancel" a transaction and make it disappear. You must "Void" it. A Void generates a unique transaction number (VOID #) to maintain the gapless audit trail required by law.
6. Why do I see a "Voided Transaction" tab in my report?
This tab lists every voided transaction sequentially. It is your proof to the BIR that you are not hiding sales by deleting them.
7. Will the updated system break my existing mall reports?
No. We now track transaction numbers in two formats: strict BIR compliance (used in Z-Reading) and the legacy format for compatibility with existing mall reporting systems.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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