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Daily sales

Open Daily Sales

Overview

The Daily Sales / POS screen records a single summary entry for a day’s worth of point-of-sale activity, instead of one sales receipt per transaction. It is the right tool for retail, hospitality, and any high-volume cash business where you reconcile the till at the end of the day: enter the day’s net sales, the tax collected, and how the takings split across cash, card, and other tender.

A daily-sales entry moves through a small approval workflow — Draft → Approved → Posted — so it can be staged, reviewed, and only then committed. When posted, it books a journal entry that debits the cash/bank (or Undeposited Funds) for the payment breakdown, credits the sales/revenue account for net sales, and credits sales-tax payable for the tax. A built-in variance check flags any day where the payment breakdown does not match gross sales, so over/short tills surface before they hit the books.

Daily Sales list showing date, location, reference, net sales, tax, gross sales, and status columns
The Daily Sales / POS list with summary cards and the draft → approved → posted workflow.
  1. (1) Summary cards — Total Gross Sales, Total Cash, Total Card, Needs Review
  2. (2) Add Daily Sales button — opens the entry form
  3. (3) Status badge — Draft, Approved, Posted, Needs Review, or Void
  4. (4) Net / Tax / Gross Sales columns
  5. (5) Row actions — view, edit, approve, post, mark for review, void

Screen Layout

Summary cards (top): Total Gross Sales, Total Cash, Total Card, and Needs Review (count).

Toolbar: Add Daily Sales button, a search field, and filters for Status and Location.

Entry table (centre): One row per day (per location). Columns: Date, Location, Reference, Net Sales, Tax, Gross Sales, Status, and Actions.

Statuses

StatusColourMeaning
DraftAmberBeing entered; freely editable, no ledger impact
ApprovedBlueReviewed and ready to post
PostedGreenJournal entry created; can no longer be edited
Needs ReviewOrangeFlagged for accountant review (e.g., a variance)
VoidGreyReversed; the journal entry is backed out if it was posted

UI Elements

Toolbar

Add Daily Sales

Opens the daily-sales entry form.

Status / Location Filters

Filter the list by workflow status or by sales location.

Entry Form Sections

Sales Totals

Net Sales (required), Tax Rate (%) (defaults from settings), an auto-calculated Tax Amount, and a display-only Gross Sales total.

Payment Breakdown

Cash, Card, and Other tender amounts. A variance warning appears if the three together do not equal gross sales.

Deposit Settings

Deposit To — Undeposited Funds or a specific bank account (a Bank Account picker appears when a bank is chosen).

Table Columns

Net / Gross Sales

Net Sales is pre-tax revenue; Gross Sales is Net plus Tax — the total the till should have taken.

Actions

Per-row: View, Edit (draft / needs-review), Approve (draft / needs-review), Post (approved), Mark for Review, and Void.

Actions

Record a Day’s Sales

  1. Click Add Daily Sales.
  2. Set the Date, optional Location, and a Reference # (e.g., a POS batch number).
  3. Under Sales Totals, enter Net Sales and confirm the Tax Rate. Tax and gross are calculated automatically.
  4. Under Payment Breakdown, enter Cash, Card, and Other. Clear any variance warning before posting.
  5. Under Deposit Settings, choose Deposit To (Undeposited Funds or a bank account).
  6. Click Create. The entry is saved as a Draft.

Approve and Post

  1. Review the draft, then click ⋯ → Approve. The status becomes Approved.
  2. Click ⋯ → Post. The journal entry is created: Debit cash/bank for the tender breakdown, Credit sales for net sales, Credit sales-tax payable for the tax.
  3. Posted entries are locked. To correct one, Void it and re-enter.

Mark for Review / Void

Use Mark for Review to flag an entry (with a reason) for the accountant — useful for a till that is over or short. Void reverses a posted entry’s journal entry, or simply cancels an unposted one.

Daily Sales vs Sales Receipts

Use Daily Sales to book a whole day as one summarised entry with a tender breakdown. Use sales receipts when you need a per-customer, itemised record of each individual sale.