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Report - Accounting POS Total Summary

Updated

Introduction

The Accounting POS Total Summary report provides a detailed financial breakdown of all Point of Sale (POS) transactions within a selected date range. Its primary purpose is to categorize sales revenue by the specific accounting codes assigned in the system, offering a clear view of where income is being generated. This powerful tool aggregates sales totals by payment type and provides both a high-level summary across all POS stations and a granular view for each individual station.

This report is ideal for finance managers, accountants, and club managers who need to reconcile POS revenue with their accounting system, track sales performance against specific financial accounts, and understand payment method trends.

Before You Start

To access this report, you must have the correct system permissions assigned to your user role.

How to Configure Permissions

  1. Navigate to PGM -> Clubs -> System Permissions.
  2. Select the employee role you wish to grant access to (e.g., "Club Manager").
  3. Use the category filters or the search bar at the top of the permissions list to find the report. Since this is an accounting report, it is located in the Custom category.
  4. Type "Accounting POS Total Summary" into the search bar to locate the specific permission.
  5. Check the box next to the report name to enable access for the selected role.
  6. Click Save.

How to Generate the Report

Once permissions are set, you can generate the report.

  1. Navigate to PGM -> Reports -> All.
  2. Use the category filters or the search bar to find the report. You can find this report under the Custom category.
  3. Type "Accounting POS Total Summary" into the search bar to locate it quickly.
  4. Click on the report name to open the filter options.

Reports

You can use the search filter and find Accounting POS Total Summary or select Custom tab and find the report.

In the report filters, the below filters are present.

  • Clubs - Select which club this report will generate. If left blank this will generate a report asking you to select a club. (All clubs not allowed).
  • Ledgers - Select which ledger the report will filter to. If left blank or more then one ledger is selected, this will generate a report asking you to select a ledger. (Multiple ledgers not allowed).
  • From / To - Select the date range the report will filter.

Understanding the Filters

Before running the report, you need to specify the following criteria:

  • Club: Select the specific club you want to report on from the dropdown list. Note: You must select a single club; this report cannot be run for "All Clubs".
  • Ledgers: Choose the accounting ledger you want to use for the report. Note: You must select only one ledger.
  • Date Since: Select the first date you want to include in the report. The report will include all transactions from the beginning of this day.
  • Date Until: Select the last date you want to include in the report. The report will include all transactions up to the end of this day.
  • Show Details: This is a checkbox.
    • Unchecked (No): The report will only show the summary tabs. This is the default.
    • Checked (Yes): The report will include an extra tab named "Transactions" with a detailed list of every individual sale that makes up the summaries.

Report Output

The report generates several tabs in an Excel spreadsheet. It starts with a summary of all POS stations combined, followed by a separate tab for each individual POS station that had activity during the selected period.

PosTotal (All Stations Summary)

This tab provides a consolidated view of sales from all POS stations in the selected club. It contains two summary tables.

POS Totals Summary

This table shows the total revenue broken down by payment type, without showing the accounting details.

  • ClubName: The name of the club the report was generated for.
  • Total: The grand total of all sales across all payment types.
  • [Payment Type Columns] (e.g., Cash, CreditCard, etc.): The report dynamically creates a column for each payment type used during the selected period. Each column shows the total sales amount for that specific payment method.
POS Totals with Accounting

This table provides a more detailed breakdown, linking sales revenue to specific accounting accounts.

  • AccountNumber: The unique number assigned to the accounting account (e.g., 4.4100.000000.0000.0000.0000).
  • AccountingAccount: The name of the accounting account (e.g., "Product Sales"). If a transaction cannot be matched to a specific rule, it will appear as "UNKNOWN ACCOUNT".
  • Total: The total sales amount assigned to that accounting account across all payment types.
  • [Payment Type Columns] (e.g., Cash, CreditCard, etc.): Columns are created dynamically for each payment type. The value shows the portion of sales for that accounting account that was paid for using that method.

<POS Station Name> (Individual Station Tabs)

For each POS station (e.g., "Front Desk," "Cafe POS"), a dedicated tab will be generated with the same two-table structure as the PosTotal tab, but the data will be specific to that station only.

POS Totals Summary
  • PosStationName: The name of the individual POS station.
  • Total: The grand total of all sales for this specific station.
  • [Payment Type Columns] (e.g., Cash, CreditCard, etc.): Total sales for this station, broken down by payment method.
POS Totals with Accounting
  • AccountNumber: The unique number for the accounting account.
  • AccountingAccount: The name of the accounting account.
  • Total: Total sales for this station assigned to that accounting account.
  • [Payment Type Columns] (e.g., Cash, CreditCard, etc.): Sales for this station and account, broken down by payment method.

Transactions (Optional)

If you checked the "Show Details" filter, this tab will be included. It provides a line-by-line breakdown of every transaction included in the report, which is useful for auditing and detailed analysis.

  • Ledger: The name of the ledger used for the transaction.
  • AccountNumber: The accounting number assigned to this transaction.
  • AccountingAccount: The name of the accounting account assigned to this transaction.
  • Id: The unique system ID for the transaction.
  • SourceTable: The internal database table where the transaction originated (e.g., UserPosTx).
  • IsRefund: Indicates if the transaction was a refund.
  • RefundedTxId: If this is a refund, this shows the ID of the original transaction.
  • Part: An internal identifier for transaction parts.
  • ProviderPaymentId: The unique ID from the external payment processor (if applicable).
  • GateInternalPaymentId: The internal payment gateway ID (if applicable).
  • Date: The date and time the transaction occurred.
  • PaidDate: The date and time the transaction was paid.
  • FailDate: The date and time the transaction failed (if applicable).
  • Status: The status of the transaction (e.g., "Ok").
  • Message: Any system message associated with the transaction.
  • ContractClubId: The ID of the club associated with the member's contract.
  • UserId: The unique system ID of the user (member) involved in the transaction.
  • ProductId: The unique ID of the product sold.
  • ProductName: The name of the product sold.
  • ProductCategoryId: The ID of the product's category.
  • ProductCategoryName: The name of the product's category.
  • ContractId: The ID of the contract associated with the sale, if any.
  • PaymentPlanId: The ID of the payment plan associated with the sale, if any.
  • PaymentPlanName: The name of the payment plan.
  • FacilityBookingDefinitionId: The ID for the facility booking, if the sale was for a booking.
  • FacilityBookingDefinitionName: The name of the facility booking.
  • ContractTxType: The type of contract transaction (e.g., "MembershipFee").
  • Split: If an accounting rule splits revenue, this shows the percentage applied (e.g., 1.00 for 100%).
  • AmountNet: The transaction amount before tax.
  • Vat: The VAT (tax) rate applied.
  • AmountVat: The total tax amount for the transaction.
  • AmountGross: The total transaction amount including tax (AmountNet + AmountVat).
  • Quantity: The number of units sold.
  • PosStationId: The unique ID of the POS station where the sale occurred.
  • PosStationName: The name of the POS station.
  • PaymentType: The method of payment used (e.g., "Cash", "CreditCard").
  • IsFromInvoice: Indicates if the transaction was part of an invoice payment.
  • IsRejectionFeePayment: Indicates if the transaction was a payment for a rejection fee.
  • ReceiptId: The unique ID for the payment receipt.
  • ReceivedTime: The date and time the receipt was generated.
  • PaymentNumber: The payment number listed on the receipt.
  • ReceiptNumber: The unique number printed on the receipt.
  • PaymentStatus: The status of the payment on the receipt (e.g., "Completed").
  • ProcessingStatus: The processing status from the payment terminal.
  • CreditCardType: The type of credit card used (e.g., "Visa", "Mastercard").
  • CreditCardPublicNumber: The masked credit card number. For security, the middle digits are hidden. For example, a card starting with 4500 and ending in 1234 will appear as 4500xxxx1234.

Hints

  • Accounting Rule Priority: The system assigns an accounting code to each sale based on a hierarchy of rules. It always uses the most specific rule available. The priority is: Transaction Type > Facility Booking > Specific Product > Product Category > Payment Plan. If no rule matches, the transaction is assigned to "UNKNOWN ACCOUNT".
  • Reconciliation: Use the optional Transactions tab to trace the exact sales that make up a summary total. This is extremely helpful for reconciling financial records.
  • Single Selection Required: Remember, this report will return an error if you try to run it for "All Clubs" or for more than one Ledger. You must select one of each.

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