Who is this for?
StoreHub merchants in the Philippines who need to perform daily reconciliation and maintain a cumulative record of sales, taxes, and transaction counts for BIR (Bureau of Internal Revenue) compliance.
Overview
The 'Z-Reading Report' is the final summary of all business activities at the end of an operational day. Unlike a Shift Report, which can happen multiple times a day, the 'Z-Reading' resets the daily totals and updates the 'Accumulated Sales' (Grand Total) required for your BIR sales books.
Before You Begin
Access to your StoreHub BackOffice.
All active shifts for the day must be closed on POS.
Ensure your receipt printer has enough paper to print the physical Z-Reading.
Step-by-Step Guide
Locate Your Z-Reading Report
1. In your BackOffice, click on 'Reports'.
2. From the list of reports, under 'BIR', click on 'Z-Readings'.
3. Click on a specific 'Z-Reading ID' or 'View' to see the 'Z-Reading Details'.
Understand the Z-Reading Report Sections
General Information
This section tracks official machine data and cumulative sales counters for BIR audits.
Definitions:
Item | Description |
'VAT REG TIN' / 'Accred' / 'PTU' | Your official tax and permit details. |
'Reset Counter No.' | The total number of times a Z-Reading has been performed on this machine. |
'Z Count No.' | The sequential number for this specific daily report. |
'Present Accumulated Sales' | Your running "Grand Total" including current sales. |
'Previous Accumulated Sales' | The "Grand Total" from the previous day. |
Breakdown of Sales
This provides the mandatory tax breakdown for your official sales recording.
Definitions:
Item | Description |
VATABLE SALES | Sales subject to the 12% VAT. |
VAT AMOUNT | The actual tax collected. |
VAT EXEMPT SALES | Total sales for products or customers subjected to tax exemption (e.g., Senior Citizens, PWDs, or Solo Parents). |
ZERO RATED SALES | Sales subject to 0% VAT, typically applicable to export sales or other specifically authorized transactions. |
Gross Amount | The total sales value before any deductions for discounts, refunds, or voids. |
Less Discount | The total value of all discounts applied (including mandatory SC/PWD/Solo Parent discounts and promotional discounts). |
Less Refund | The total amount returned to customers for completed sales that were later returned. |
Less Void | The total value of transactions that were cancelled before being finalized. |
Less VAT Adjustment | The amount of VAT that was deducted due to refunds or voided transactions. |
Net Amount | The total revenue after taxes and adjustments. |
Adjustments and Summaries
These sections track specific deductions and payment methods used throughout the day.
Discount Summary
Breaks down specific mandatory discounts, including 'SC Disc.' (Senior Citizen) and 'PWD Disc.'.
Sales Adjustment & VAT Adjustment
Summarizes all 'VOID' and 'Refund' actions that affected your gross sales and tax totals.
Collections Summary
Lists the total 'Transactions' and 'Amount' collected for every payment method (Cash, Card, etc.).
Transaction Summary (Reconciliation)
The final check to ensure your physical cash matches your digital records.
Definitions:
Item | Description |
'Cash in Drawer' | What should be in your drawer (Opening Fund + Collections - Withdrawals). |
'Short/Over' | The difference between the system's expected total and what you actually counted. |
Understanding POS Printed Z-Reading
When you 'Close Day' on your POS, a physical receipt prints. This is your official document for your BIR Book of Accounts.
Machine Details: Ensure the 'MIN', 'PTU', and 'S/N' match your records.
Invoice Tracking: Review 'Beg. SI#' and 'End. SI#' to track the sequence of sales invoices issued.
Grand Totals: The 'New Grand Total' on the tape must match the 'Present Accumulated Sales' in your BackOffice.
Note:
Always keep the physical Z-Reading printout. If the printer fails, you can reprint the report from the POS 'Shift History' before the next day begins.
Troubleshooting
Issue | Solution |
Z-Reading shows 0 sales. | Verify that all shifts were closed correctly. If a shift is still open, the data will not move to the Z-Reading. |
Accumulated Sales seem wrong. | Ensure you have not skipped any days. The BIR requires a Z-Reading for every operational day, even if sales are zero. |
Reset Counter increased. | This happens every time you 'Close Day' on the POS. Check if an unauthorized user performed an extra Z-Reading. |
FAQs
1. Can I edit a Z-Reading after it is generated?
No. Once a Z-Reading is generated, it is finalized for BIR compliance and cannot be edited to maintain data integrity.
2. What is the difference between an X-Reading and a Z-Reading?
An X-Reading (Shift Report) is a mid-day snapshot that doesn't reset totals. A Z-Reading is the final end-of-day report that resets the daily counter to zero.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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