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Z-Report (End of Day)
A Z-report is your official end-of-day closing report. It records a complete snapshot of the day's activity: total sales, refunds, taxes collected, payment method totals, and cash drawer reconciliation. Once generated, it cannot be changed or regenerated for the same date.
Who can generate a Z-report?
Only Admins can generate and view Z-reports. Managers and Cashiers do not have access to this section.
Z-reports are used to:
- File daily sales figures for tax purposes.
- Give your accountant a structured summary of each trading day.
- Reconcile cash in the drawer against what the system expects.
- Maintain an unbroken sequence of daily close records.
Before you generate
Two conditions must be met before a Z-report can be generated for a given date:
- All shifts for that day must be closed. If any cashier's shift is still open, the system will block the report and ask you to close those shifts first. Go to Shifts in the left menu to check for open shifts.
- The business day must have ended. By default, Z-reports become available at 23:59. To change this, go to Settings and select the Shifts section, then update the Business day end time to match the time your store closes.
You can generate a Z-report for any past date that does not already have one, without waiting for the end-of-day time.
How to generate a Z-report
- Click Reports in the left menu.
- Scroll to the End of day section and click the Z-Reports card.
- Click Generate Z-Report.
- Select the business date. Today's date is selected by default.
- Click Generate to confirm.
The report is created immediately and assigned a sequential number such as Z-00001. The system then automatically prepares an Excel export in the background. When it is ready, the file downloads to your device without any extra steps.
You cannot generate a second Z-report for a date that already has one. The system will tell you a report for that date has already been issued.
What the report captures
Each Z-report is a fixed snapshot calculated at the moment it is generated. The figures never change after that, even if sales are voided later.
Totals
- Gross Sales: the sum of all completed sale totals for the day.
- Total Discount: all discounts and loyalty point redemptions applied.
- Net Sales: gross sales minus total discounts.
- Total Tax: tax collected across all sales (only shown when the tax module is enabled).
- Total Refunds: the value of all completed customer returns for the day.
- Sales Count: number of completed sales.
- Voided Count / Void Value: number and total value of sales voided on that date.
Breakdowns
- Payment Methods: how much was collected as cash, card, and store credit.
- Tax Rates: tax collected grouped by rate name (when tax is enabled).
- Categories: net revenue broken down by product category.
- Cash Drawer Reconciliation: starting cash, cash sales, expected cash, cash counted, and the variation (difference between what was expected and what was counted).
Exporting to Excel
When you generate a Z-report, the Excel export starts automatically. The file downloads to your device as soon as it is ready, with no extra button press needed.
If you need the file again, click Export next to any row in the Z-Reports list. The system retrieves the file that was already prepared, so there is no delay.
If the export has expired (files are kept for 7 days), clicking Export creates a fresh copy. Because all the figures are already saved in the Z-report record, rebuilding the file is instant and does not re-query your sales data.
The Excel file has five sheets:
- Summary: all totals on a single page, including the number of cashiers and their names.
- Payment Methods: cash, card, and store credit totals with percentage of the day's revenue.
- Tax Breakdown: tax collected per rate.
- Category Breakdown: net revenue per product category.
- Shift Reconciliation: cash drawer figures including starting cash, cash sales, expected cash, cash counted, and variation.
Z-report numbering
Every Z-report is assigned a number in the format Z-00001, counting up from your first report. Numbers are never reused or skipped, giving you an unbroken sequential record across all trading days.
FAQ
Q: I clicked Generate but got a message about open shifts. What do I do?
A: One or more cashier shifts for that day are still open. Go to Shifts in the left menu, find the open shift, and close it. If the cashier is no longer available, a Manager or Admin can force-close the shift from the same page. Once all shifts are closed, try generating the Z-report again.
Q: I tried to generate a Z-report for today but got a message saying the business day has not ended.
A: The system only allows Z-reports after the configured end-of-day time. The default is 23:59. Wait until that time has passed, or change the cutoff in Settings under the Shifts section.
Q: Can I generate a Z-report for a past date?
A: Yes, as long as no Z-report has already been generated for that date. Select the past date in the Generate Z-Report dialog. The business-day-end time check is skipped for past dates.
Q: Can I delete or edit a Z-report?
A: No. Z-reports are permanent records. Once generated, the figures cannot be changed or the report removed. This is intentional: the report is an auditable document and changing it would undermine its purpose.
Q: A sale was voided after I generated today's Z-report. Will the report be updated?
A: No. The Z-report captures a snapshot at the moment it is generated. Voids or returns processed after that point will appear in the next day's Z-report instead.
Q: The cash drawer variation is showing a large number. Is that a problem?
A: A variation means the cash counted does not match what the system expected based on the starting cash and cash sales. A small variation is usually rounding or coins. A large variation warrants investigation: check the shift detail in Shifts to review individual transactions and any manual drawer opens.
Q: Can I print a Z-report?
A: Yes, download the Excel export and print from there. The Summary sheet is designed for straightforward filing.
Q: The download did not start automatically after I generated the report. What happened?
A: The export runs in the background. If the file is taking a moment to prepare, the download will start as soon as it is ready. If it does not start, check the Exports page in the left menu to see the status and download from there.