Who is this for?
StoreHub merchants in the Philippines using a BIR-compliant POS system to track daily sales, tax-exempt transactions (SC/PWD), and cash drawer movements.
Overview
This guide explains how to read your 'Shift Report' in the StoreHub BackOffice. For Philippine businesses, this report is essential for daily reconciliation and ensuring that VAT-able and VAT-exempt sales (like Senior Citizen or PWD discounts) are recorded correctly according to BIR standards.
Before You Begin
Access to your StoreHub BackOffice.
A stable internet connection.
Ensure your 'Store Address' and 'TIN' are correctly set in 'Settings' for compliant reporting.
Step-by-Step Guide
Locate Your PH Shift Report
1. In your BackOffice, click on 'Reports'.
2. From the list of reports, click on 'Shifts'.
3. Click on a specific 'Open Time' to view the detailed breakdown for that period.
Understand the PH Shift Report Sections
This section shows the basics of the shift. In the Philippines, this is often used to track which cashier is accountable for the 'X-Reading'.
General Information
Review the 'General' section at the top of the report to verify machine and invoice data.
Definitions:
Item | Description |
Store Name | The name of your specific outlet or branch. |
Operated By | The registered business name or owner. |
VAT REG TIN | Your 9 to 12-digit Tax Identification Number. |
Accred | The BIR Accreditation number of StoreHub POS provider. |
MIN | The Machine Identification Number assigned to your device. |
PTU | Your Permit to Use number issued by the BIR. |
S/N | The unique Serial Number of your POS machine. |
Beg. SI# / End. SI# | The first and last Sales Invoice numbers issued during this specific shift. |
Start / End Date & Time | The exact timeframe this shift was active. |
Opening Fund
The starting cash ("float") placed in the drawer at the beginning of the shift.
Payments Received
Cash / Credit Card / Debit Card
A breakdown of the number of transactions (Qty) and the total amount collected for each payment type.
Void, Refund, and Withdrawals
Void: Total transactions cancelled before the sale was finalized.
Refund: Total amount returned to customers for completed sales.
Withdrawals: Any cash taken out of the drawer for expenses (Pay Outs).
Deposits Summary
Shows the total quantity and amount of deposits collected for advanced orders.
Discount and Tax Summary
Discount Summary: Shows the total quantity and value of discounts applied (including Senior Citizen or PWD).
Tax Summary: Displays the VAT rate (usually 12%) and the total tax amount collected during the shift.
Transaction Summary (Reconciliation)
This section helps you "balance" your drawer.
Cash in Drawer: Total cash that should be in the drawer (Opening Fund + Cash Sales - Withdrawals).
Short/Over: The difference between the system's expected cash and the actual amount the cashier counted.
Register Transactions
Line-by-Line List
Every individual sale made, including the specific 'Upload Time', 'Employee' who handled it, 'Subtotal', 'Tax', and 'Total'.
QR Order and Pay Transaction
This section specifically lists transactions made through the QR ordering system.
It displays the 'Paid Time', 'Employee', 'Subtotal', 'Discount', 'Tax', and 'Total' for orders where customers scanned a QR code to pay.
Troubleshooting
Issue | Solution |
VAT-Exempt sales look wrong. | Check if the 'Senior Citizen' or 'PWD' button was applied correctly on the POS. If a normal discount was used instead of the 'VAT Exempt' toggle, the VAT will still be calculated. |
Shift won't show in BackOffice. | Ensure the POS device is connected to the internet. Go to 'Settings', then 'Sync' on the POS to force an update. |
Cash is "Short" but I didn't lose money. | Check if any 'Pay Out' (e.g., buying drinking water or emergency supplies) was done without recording it in the 'Pay Out' function on the POS. |
FAQs
1. Does the Shift Report count as a Z-Reading?
No. The 'Shift Report' (X-Reading) is for a single shift/cashier. You must still perform a 'Close Day' at the end of the night to generate the 'Z-Reading' for BIR record-keeping.
2. Why is the VAT amount different from my 'Sales Over Time' report?
The 'Shift Report' is based on the 'Open' and 'Close' time of the register. If your shift started at 10 PM on Monday and ended at 2 AM on Tuesday, all those sales appear in one 'Shift Report', but 'Sales Over Time' will split them into two different calendar days.
3. Can I see which cashier gave the most discounts?
Yes. The 'Register Transaction Summary' at the bottom of the report shows the 'Employee' name next to each transaction.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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