Read Sharp SHARPSOFT (serv.man3) Handy Guide online
General Summary and Weekday Summary Reports
These reports were originally designed to show a summary of the following information for
a specified period:
a specified period:
Total sales for each department or group.
Total money received for each payment type (e.g. cash, cheque).
To avoid counting deposit payments twice, these reports would ignore the transactions in
which deposits were originally purchased, but would include the transactions in which these
deposits were redeemed, with the payment type being listed as “deposit”. The overall
intention was that payments would balance exactly with sales if this state of affairs was
borne out, as expected, by the data received from CASHRSP.
which deposits were originally purchased, but would include the transactions in which these
deposits were redeemed, with the payment type being listed as “deposit”. The overall
intention was that payments would balance exactly with sales if this state of affairs was
borne out, as expected, by the data received from CASHRSP.
This strategy for avoiding double counting is no longer possible, because deposits may now
be purchased in the same transaction as normal PLU items. We have had to make some
fundamental changes to these reports to accommodate this new possibility, i.e.
be purchased in the same transaction as normal PLU items. We have had to make some
fundamental changes to these reports to accommodate this new possibility, i.e.
All non-deposit payments (e.g. cash, cheque) received from all transactions within
the selected date range are now included in these reports.
the selected date range are now included in these reports.
Payments by redemption of deposit are NOT now included in these reports, as to do
so would effectively lead to the same amount of payment being counted twice (once
when the deposit was purchased, and then again when it was redeemed).
so would effectively lead to the same amount of payment being counted twice (once
when the deposit was purchased, and then again when it was redeemed).
This method avoids the double counting of deposit payments, but causes another potential
problem when balancing payments with sales, i.e.
problem when balancing payments with sales, i.e.
If a deposit is purchased but not redeemed within the time frame of the report then
the payment for the deposit will be reported but there will be no matching sale.
the payment for the deposit will be reported but there will be no matching sale.
On a similar note, if a deposit is redeemed within the time frame of the report but
was purchased on an earlier date then the sales will be duly reported but there will
be no matching payments to balance them.
was purchased on an earlier date then the sales will be duly reported but there will
be no matching payments to balance them.
In order to mitigate this problem, we have added a “Reconciliation” section to these reports
which takes account of any deposit purchases (as they are not logged in the “sales” total)
and of any deposit redemptions (as they are not logged in the “payments” total) so that the
overall report may still balance:
which takes account of any deposit purchases (as they are not logged in the “sales” total)
and of any deposit redemptions (as they are not logged in the “payments” total) so that the
overall report may still balance:
Another side effect of this method of balancing sales and payments is that payment totals must now
be presented in terms of “net money received” as opposed to by the original payment amounts that
are reported by CASHRSP. An example of this is that if goods to the value of £6 are purchased with a
cheque for £10 with £4 being given as change, then the “net money received” will be £10 of cheque
payment and minus £4 of cash, whereas the payment amount as reported by CASHSP will be £6 of
cheque payment and zero for cash. The reason that we have had to switch to this method is that the
redemption of a deposit, although not directly reported in the payment section of these reports,
may still affect the overall total of money received due to cash being given as change, and that
failing to take account of this would cause a surplus of reported payment over sales even after we
had reconciled deposits.
be presented in terms of “net money received” as opposed to by the original payment amounts that
are reported by CASHRSP. An example of this is that if goods to the value of £6 are purchased with a
cheque for £10 with £4 being given as change, then the “net money received” will be £10 of cheque
payment and minus £4 of cash, whereas the payment amount as reported by CASHSP will be £6 of
cheque payment and zero for cash. The reason that we have had to switch to this method is that the
redemption of a deposit, although not directly reported in the payment section of these reports,
may still affect the overall total of money received due to cash being given as change, and that
failing to take account of this would cause a surplus of reported payment over sales even after we
had reconciled deposits.
The following example attempts to illustrate these points by showing what would appear in the
report if a deposit were purchased for £10, paid for by cheque, and then redeemed for goods to the
value of £6.15, with the balance of £3.85 being returned in cash as change.
report if a deposit were purchased for £10, paid for by cheque, and then redeemed for goods to the
value of £6.15, with the balance of £3.85 being returned in cash as change.
If cash given as change had been ignored, then the total of “payments received” would have
been reported as £10 and an (erroneous) surplus of £3.85 would have been logged.
been reported as £10 and an (erroneous) surplus of £3.85 would have been logged.