Sales Reports

Sales Reporting for Accountants

As an accountant, you need sales data in a format that supports VAT returns, management accounts, and financial reconciliation. FlexotiumPOS provides pre-built reports for each of these needs, all accessible from Reports → Sales.

Daily Revenue Summary

The Daily Revenue Summary is the foundation of your financial records for each trading day.

To generate:

1. Go to Reports → Sales → Daily Summary
2. Select the date
3. Click Generate

Key fields for accounting:

• Gross revenue — total sales before any deductions
• Discounts applied — total value of discounts given (reduces gross to net)
• Net revenue — gross minus discounts
• Returns — value of goods returned and refunds issued
• Net revenue after returns — your trading revenue figure
• Tax collected — VAT collected at each rate (standard, reduced, zero)

This report is the primary input to your daily cashbook entry. Export to CSV and import directly into your accounting software.

Payment Method Breakdown

The payment breakdown shows how revenue was collected:

• Cash — physical currency received (before change given out)
• Card — amount processed through card terminal (net of card fees)
• UPI — digital wallet payments received
• Other — gift cards, account payments, etc.

This breakdown is essential for bank reconciliation. Your bank statement should show card and UPI receipts matching the totals here, minus any processing fees charged by your payment provider.

Top 10 Products by Revenue

Found in Reports → Sales → Product Performance. Shows your highest-revenue products for any period. Use this report to:

• Identify products contributing most to gross profit
• Spot seasonal patterns (compare month-over-month)
• Support purchasing decisions (high-revenue products need reliable stock)

VAT Summary Report

Navigate to Reports → Sales → VAT Summary. The VAT summary breaks down sales and VAT collected by rate:

| Rate | Sales (ex-VAT) | VAT collected | Gross sales | |------|---------------|---------------|-------------| | Standard 20% | £X | £Y | £Z | | Reduced 5% | £X | £Y | £Z | | Zero rated | £X | £0 | £X | | Exempt | £X | £0 | £X |

This report maps directly to the boxes on a UK VAT return. Export to CSV and use the totals to complete Box 1 (VAT due on sales) and Box 6 (total value of sales).

Period Comparisons

Every sales report supports period comparison:

1. Generate the report for your current period
2. Click Compare to Previous Period
3. The report adds a second column showing the prior period values
4. Variances (positive and negative) are highlighted

Use week-on-week comparison to spot sudden drops in trading. Use month-on-month for trend analysis. Use year-on-year for seasonality.

Exporting for Accounting Software

All reports export to CSV. The columns in the CSV are labelled to map easily to major accounting platforms:

• Xero — import the Daily Summary CSV via the bank transactions import; match net_revenue to the sales account in your chart of accounts
• QuickBooks — use the Journal Entry import; map gross_revenue, discounts, and tax_collected to their respective accounts
• Sage — import via the Sales Ledger; the column order matches Sage's expected format

Scheduling Recurring Reports

For end-of-month close, schedule the VAT Summary and Daily Summary to auto-generate and email to your inbox:

1. Open the report
2. Click Schedule
3. Set frequency to Monthly, choose the 1st of the month
4. Enter your email
5. Click Save

You'll receive the prior month's summary on the 1st of every month, ready for your close process.

Next Steps

The next lesson covers Audit Logs — how to access, filter, and export the full transaction audit trail for compliance and investigation purposes.