Who is this for?
StoreHub merchants who want to check that their sales numbers add up for daily closing, accounting, or month end reconciliation by exporting reports to CSV and matching the totals themselves.
Overview
When you need to check that your sales numbers add up, the most reliable way is to export your transaction reports to CSV and match the totals yourself. This guide walks you through exporting your offline and online transaction reports, reading the payment method columns, and fixing the two most common causes of a mismatch: cancelled transactions and refunds.
This guide shows you how to match the numbers. To understand why reports can show different figures, read How to Understand Differences in Sales Reports.
Before You Begin
Access to your StoreHub BackOffice.
A computer with spreadsheet software (e.g., Microsoft Excel, Google Sheets, Apple Numbers) for analyzing exported CSV files.
Understanding of your store's transaction types (offline, online, refunds, cancellations).
Understanding Offline vs. Online Sales
It's important to know the difference between offline and online transactions when reviewing your reports.
Offline Transactions: These are orders made directly at your Point of Sale (POS) device, regardless of internet connection. Examples include dine-in or take-away orders paid at the counter.
Online Transactions: These orders are placed through integrated platforms like Beep Delivery, QR Order & Pay, your Webstore, or third-party platforms (e.g., Foodpanda).
How to Locate and Export Offline Transaction Reports
To get a detailed breakdown of your in-store sales, you can export the 'Offline Transactions' report.
1. In your BackOffice, go to 'Offline Transactions'.
2. Filter the 'date range' for the report to match the period you want to analyze.
3. Click 'Export CSV'.
4. Once downloaded, open the CSV file with your spreadsheet program. For clearer analysis, filter and delete rows where the 'Is_Cancelled' column shows "True" to remove cancelled transactions.
Note: StoreHub only keeps reports for the past two years. If you need older sales data, you must manually export and compile these reports from both 'Offline Transactions' and 'Online Orders' sections regularly.
Reading Payment Methods in the Offline Orders Report
After exporting, you can see how customers paid for offline orders.
1. In your exported CSV file, scroll to the right until you see the 'Cash' column. From this point, you will see columns for all other payment methods you've set up for your store.
2. Offline orders can be paid by 'Cash', 'Credit', 'Debit', and any other custom payment methods you created in 'Payment Options' in your BackOffice.
How to Locate and Export Online Order Reports
To get a detailed breakdown of your online sales, you can export the 'Online Orders' report.
1. In your BackOffice, go to 'Online Orders'.
2. Filter the 'date range' for the report to match the period you want to analyze.
3. Filter by 'Channel' options (e.g., 'Beep Delivery', 'QR Order & Pay', 'Webstore').
4. Click 'Export CSV'.
5. Once downloaded, open the CSV file.
6. For analysis, remove cancelled transactions by deleting rows where the 'Status' column shows "Cancelled".
Reading Payment Methods in the Online Orders Report
After exporting, you can see how customers paid for online orders.
1. In your exported CSV file, scroll to the right until you see the 'Payment Method' and 'Payment Type' columns.
2. Under the Payment Method column
Offline payment methods - Payments made at the cashier, completed on the POS register:
Cash = Payments made at the counter with cash
Custom payment method added from the BackOffice = In this example, Online Transfer is a custom payment method. You may have added other payment methods too that show up in your POS register at the checkout page.
Online payment methods - Payments made on customer’s phone via the Beep app:
Online Banking = Online payments made from customer’s bank
Apple Pay, Touch n Go, Grab Pay = Online payments made using customer’s digital cards or e-wallets.
3. Under the Payment Type column:
Paid at Counter = The customer walked to the cashier to pay either using cash, card or QR. The payment is processed on your POS register.
Paid Online = The customer paid via the Beep app using Online Banking, Touch n Go, Grab Pay, or Card. The payment is processed on the Beep app.
Matching Your Totals Step by Step
If your totals don't tally, for example, your POS 'Daily Sales' report doesn't match your exported CSV, the cause is usually 'Cancelled Transactions' or 'Refunds'. Work through the two steps below.
Step 1: Cancelled Transactions
1. Export your 'Offline Transactions' report to CSV (steps above).
2. Open both your 'Daily Sales' report and the 'Offline Transactions' CSV side-by-side.
3. In the 'Offline Transactions' report, find the 'Is_Cancelled' column.
4. Filter this column to show only "True", then delete these rows. This removes them from your total calculation.
Notes:
"True" means the transaction was cancelled.
"False" means the transaction was not cancelled.
5. Highlight the 'Total' column in your cleaned 'Offline Transactions' report and look for the 'SUM' at the bottom of the page (or use a SUM formula).
6. The 'SUM' of the 'Total' column in your cleaned 'Offline Transactions' report should now match the 'Total Sales' in your 'Daily Sales' report.
Step 2: Refunds
Refunds are money going out, so they must be treated as negative numbers.
1. Open your 'Offline Transactions' report (or 'All Transactions' report) CSV.
2. Find the 'Transaction Type' column and look for 'Return'.
3. For every "Return" row, go to the 'Total' column and add a minus sign (-) before the amount (e.g., change '50.00' to '-50.00').
4. Highlight the 'Total' column (including the newly negative refund amounts) and look at the 'SUM' at the bottom of the page.
The 'SUM' now shows your takings with the refunds correctly deducted.
Troubleshooting
Issue | What to check |
The SUM still doesn't match after removing cancelled transactions and refunds | Check that both reports cover exactly the same date range, store, and channel. If your business runs past midnight, part of a day's sales can fall on the next reporting day, see How to Understand Differences in Sales Reports. |
Foodpanda/ShopeeFood sales are missing from my export | Third-party aggregator orders don't go through your StoreHub POS, so they won't appear in these exports. Check them in the aggregator's own portal. |
My numbers keep changing while I'm checking | Reports like 'Sales Over Time' update about every 20–30 minutes, check the 'Data last updated on…' time at the top of the report. The 'Offline Transactions' page updates right away. |
FAQs
1. What do "True" and "False" mean in the 'Is_Cancelled' column?
"True" means the transaction was cancelled, remove these rows before summing. "False" means it was a completed sale.
2. Why are my refund amounts positive in the CSV?
The export lists 'Return' rows as positive amounts. Add a minus sign in front of each one so they are deducted when you SUM the column.
3. Which report shows my complete, all-channels total?
'Sales Over Time', it combines your offline (POS) and online (Beep, QR Order & Pay, Webstore) sales in one report.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].