Who is this for?
StoreHub merchants and managers who need to review daily sales, cash drawer activities, and transaction summaries for each shift to ensure accurate reconciliation and operational efficiency.
Overview
This guide shows you how to access and read your 'Shift Report' in the StoreHub BackOffice. The 'Shift Report' provides a detailed summary of all activities that occurred between a POS register's opening and closing times, including sales, payment breakdowns, discounts, and cash drawer movements. Understanding this report is crucial for daily reconciliation and monitoring cashier performance.
Before You Begin
Access to your StoreHub BackOffice.
A stable internet connection.
Cashiers must properly 'Open Shift' and 'Close Shift' on the POS device for accurate reporting.
Step-by-Step Guide
Locate Your Shift Report
1. In your BackOffice, click on 'Reports'.
2. From the list of reports, click on 'Shifts'.
3. The 'Shift Report' page will display a list of shifts. Click on a specific shift to view its detailed report.
Understand the Shift Report Sections
The 'Shift Report' provides a comprehensive breakdown of activities during a shift, based on the POS register's opening and closing times.
General Information
This section provides an overview of the shift, including details like the shift ID, opening and closing times, the employee who opened/closed the shift, and the specific register used.
Definitions of each item in the General section:
Open Time: Time and date the register opens its shift
Close Time: Time and date the register closed its shift
Register #: Which register was used for the shift
Store: Shift report for different outlet
Open By: Person in charge who started the shift
Close By: Person in charge who closed the shift
Sales Summary
This section summarizes your sales for the shift. You'll see the total number of transactions and a breakdown of the total amount collected by each payment method (e.g., 'Cash', 'Card', 'E-wallet').
Beep Cashback Summary
If your store has enabled the 'Beep Cashback' feature, this section will show the number of transactions where customers claimed cashback during the shift.
Tax Summary
This section provides a summary of the total amount of tax levied on all transactions completed during the shift.
Cancel/Discount Summary
This section gives you an overview of any discounts applied and transactions that were cancelled during the shift.
'Discount': This refers to any discounts applied to POS transactions or partial refunds given on products.
'Cancelled Transaction': This refers to an entire POS transaction that was cancelled.
Rounding Summary
If you have enabled the cash rounding mechanism in your StoreHub settings, this section will show the number of transactions that were rounded up or down during the shift.
Click here to learn more about rounding.
Cash Drawer Summary
This section provides a summary of all cash movements within the cash drawer during the shift. It's important that your cashier accurately keys in the opening cash amount at the start of the shift and the closing amount when the shift ends to ensure this summary is correct.
Definitions for each section in the Cash Drawer Summary
Opening Amount: Float or starting amount in cash drawer
Cash Sales: Total amount of sales using cash payment method
Cash Deposit: Cash deposit received for PreOrders (POS only)
Cash Refunds: Refunds provided to customers in cash
Cash Rounded: Rounding for cash transaction
Pay Out: Cash taken out from cash drawer middle of the shift which is not part of a sales transaction (e.g. purchasing inventory)
Pay In: Cash placed in the cash drawer middle of the shift which is not part of a sales transaction (e.g. additional small change)
Expected Drawer: Cash amount that the system records based on:
Opening Amount + Cash Sales + Cash Deposits + Pay In - Cash Refunds - Pay Out
Actual Drawer: Amount keyed in from person in charge upon closing shift
Over/Short: If Actual and Expected Drawer are the same, the amount will be 0
Note:
Cash drawer summary does not include cancelled transactions.
Register Transaction Summary
Here, you will find a detailed breakdown of each transaction made during the shift, including the employee who processed it, the type of transaction, and the amount.
Definitions for each section in the Register Transactions Summary
Subtotal: Amount before tax and service charges
Discount: Discount provided for the transaction
Tax: Total tax charged = (Subtotal - Discount) x Tax. e.g. (30 - 0) x 6% = 1.80
Total: Total charges inclusive based on:
(Subtotal - Discount) + Tax + Service Charge (if any) = Total
QR Order and Pay Transactions
If you have activated the 'QR Order and Pay: Pay At Counter' feature, a list of these specific transactions will be shown in this section.
Click here to learn more about QR Order and Pay: Pay At Counter.
Pre-orders
For businesses that handle large pre-orders and collect deposits, this section provides a summary of pre-order activities.
1. Within the 'Shift Report', you will see all deposits collected during the shift under the 'Deposit Summary' section.
2. In the 'Register Transactions' section, you will also see the pre-order amount collected as well as any remaining amount the customer has yet to pay.
3. After a pre-order has been fully paid for and the item collected, the transaction will be complete, and the 'Shift Report' will then show the total sale amount.
Reprinting Your Shift Report
1. You can print the Shift Report after exporting the CSV file.
2. Download the CSV by going to your BackOffice, then:
Click Reports
Then go to Sales
Select a timeframe to filter your data
Click Export CSV
Notes:
If you have NOT opened today's new shift yet, you can still print yesterday's closing report from the StoreHub iPad register.
However, if you've already opened a new shift today, you will not be able to do so.
Best Practices for Shift Management
To ensure accurate reporting and smooth operations, follow these best practices:
Finalize sales for each shift promptly by performing a Close Shift action.
Regularly review Backoffice settings to align with changes in operational hours.
Use generated shift reports to monitor sales and address reporting inconsistencies early.
Always close shifts before the end of the operational day to avoid data inaccuracies.
Troubleshooting
Issue | Solution |
My 'Shift Report' does not tally with other reports (e.g., 'Sales Over Time'). |
|
Missing shifts or incomplete shift data. |
|
FAQs
1. What is the difference between 'Shift Report' and 'Sales Over Time' report?
The 'Shift Report' focuses on activities within a specific cashier shift (from open to close), providing detailed breakdowns for reconciliation. The 'Sales Over Time' report provides a broader overview of sales trends across your entire business over chosen periods (e.g., daily, weekly, monthly), regardless of individual shifts.
2. Can I edit a 'Shift Report' after it's closed?
No, once a shift is closed, its report is finalized and cannot be directly edited to maintain data integrity. If there are discrepancies, you should investigate the cause and make any necessary accounting adjustments outside of the StoreHub system, or contact support for guidance.
3. Why is the 'Cash Drawer Summary' not matching the actual cash in my drawer?
This usually happens if the opening or closing cash amounts were entered incorrectly by the cashier, or if there were cash movements (e.g., petty cash withdrawals, cash deposits) that were not recorded through the POS 'Cash In'/'Cash Out' functions.
4. What could be the reason if my shift report is not tally with other reports?
Here are the possible reasons:
Did not close shift within the same day on POS
This will carry forward all sales data to the following day
Closing time of Operation set inaccurately
If closing time is set at 10pm, the shift report will cut off at 10pm. Transactions done from 10.01pm will be captured in the following day's shift report even if you close your shift on POS at 11pm on the same day
Deactivated Register
Before deactivating a register, do remember to close the shift of the particular register first
Not tally with Payment Method
If it ever happens, do remember to check on filters that include store filter / QR Order and Pay/ Beep Delivery
Not tally with Sales Over Time Report or Sales By Payment Method
May not be tallied as the date filter used for this report is based on the time the register is open and closed instead of calendar dates
Example:
If your cashier opens the register from 10:00am until 11:30pm on 1st Jan 2022, the data will include all the transaction activities happening on the register on 1st Jan 2022. If your cashier opens the register on 1st Jan 2022 from 10:00am until 1:30am, the data will include all the transaction activities happening on the register on both 1st and 2nd Jan 2022.
Service Charges
As shown in Register Transactions, service charges do not appear in the section. However, it will be included in the Sale Over Time report
Cancellation
Cancellation of a transaction will only be deducted and reported based on the date that the transaction was cancelled.
Ensure that shifts are closed properly using the Close Shift function to finalize daily sales and prevent overlapping with subsequent shifts.
Close shifts before the operational day cutoff time to avoid reporting discrepancies.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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