Optimising business success relies on effective sales reporting. Whether you're an experienced entrepreneur or new to the business world, understanding the nuances of sales reporting is essential.
This guide is designed to be your go-to resource for FAQs and troubleshooting tips related to Sales Reporting throughout Centegra Plus. We'll unravel any uncertainties you may have, ensuring you can harness the full potential of these tools. Let's simplify the intricacies of managing sales data, empowering your business to flourish through well-informed decision-making.
If you're looking for guidance on sales dashboards instead of reporting, Click Here.
If you can't find what you're looking for, Click Here to get in touch with Centegra. We're here to assist.
Frequently Asked Questions
|
How Do I Adjust The Sales Date / Sales Week Used In Reporting? |
|
What Are "Rounding Adjustments" In Transactions & Reporting? |
Troubleshooting
Frequently Asked Questions
What Is A "Sales Date" In Reporting?
Throughout reporting in Centegra Plus you'll see the term "Sales Date".
The "Sales Date" is a 24 hour reporting day period that is custom for your company. In some cases, this will be the same as a standard calendar day, but if sites within your company trade past midnight, this can be different.
For example, your company sales date may start at 3am, therefore each sales date spans from 03:00:00 to 02:59:59 the next day, as demonstrated below:
| Sales Date | Sales Date Start Time | Sales Date End Time |
| 2023/01/01 | 2023/01/01 03:00:00 | 2023/01/02 02:59:59 |
| 2023/01/02 | 2023/01/02 03:00:00 | 2023/01/03 02:59:59 |
| 2023/01/03 | 2023/01/03 03:00:00 | 2023/01/04 02:59:59 |
| 2023/01/04 | 2023/01/04 03:00:00 | 2023/01/05 02:59:59 |
In the example above, any transaction that takes place between 2023/01/01 03:00:00 and 2023/01/02 02:59:59 is attributed to the sales date of 2023/01/01.
Additionally, as part of the Revenue Management module, the "Sales Date" is used to establish a relationship between different records. Specifically:
- For sites that declare multiple cash ups within a single day, all cash ups are assigned the same sales date so that overall totals can be seen too.
- For sites that declare bank deposits, a sales date is assigned to each bank deposit to establish a link between payments received at the POS > payments declared in the cash up > payments deposits to the bank, for each trading day.
How Do I Adjust The Sales Date / Sales Week Used In Reporting?
Within Report Filters, the Date Range picker has options to select predefined date ranges such as "Today" and "Yesterday" for a single day, or "This Week" and "Last Week" for a week-long report. These dates are populated based on your companies Sales Date (as covered above) and your companies Sales Week.
You can adjust your companies Sales Date and/or Sales Week configuration if required, to better suit your reporting needs. To do so:
- Head to Company Settings > Company, and access the Global Settings tab.
- Update the day and/or time in the Year Week Day Start field.
- Select [SAVE COMPANY] to save any changes.
The date and time defined here determines both your Sales Day and Sales Week. To adjust the Reporting Week, select a date which reflects the day of the week that your Reporting Week starts and select [SAVE COMPANY] to save any changes.
In the example below:
- The Sales Day will run from 04:00:00 to 03:59:59 the next day.
- The Sales Week will run from Monday at 04:00:00 to next Monday at 03:59:59.
Where Can I Report On Tax?
It's important to ensure that tax is being recorded correctly against sales, therefore tax is available throughout many sales reports within Centegra Plus.
If it's an overall tax amount that you're looking for within a specific date range, then the Average Sales report or the Sales Summary report are ideal, as they provide you with the total value of tax per day, per site (or consolidated, for all sites), as well as an overall report total.
As with any report, you can schedule either of these to email to you on a regular basis.
If you need to look a little further into sales tax, to check that tax is being applied correctly, or investigate any potential tax discrepancies, then the Tax Rate Analysis report can provide you with much more detail.
There are several filters available for this report, to help you display the report in the format that best suits what you are looking for. This report also has multiple levels, providing you with a summary of information at first, but with the option to drill down to see where that data comes from
Where Can I Report On Gratuity & Tips?
Within Centegra Plus, service charge and integrated credit card tips are treated as a negative payment line within the Transaction. This is to ensure that the original payment amount is retained, whilst preventing revenue from being affected by either gratuity or tips.
This is demonstrated in the example below, where the revenue received is £20 but payment taken is £25:
As a payment line, you can view the values of either within any report containing payment information, such as the payment Media Totals report, or the sales Transaction Media report.
If your company is subscribed to the Revenue Management module, gratuity and credit card tips can be configured to auto-generate deposits to the respective deposit accounts. Therefore, in addition to the payment reports mentioned, gratuity and credit card tip deposits are also available to view within Deposit Summary and Deposit Analysis reports.
Important Information
- To allocate gratuity and/or credit card tips as a payment line, mapping may be required. Before enabling either of these features within the POS or any third party sales platform, Contact Centegra to discuss the mapping process.
- For legacy systems, gratuity and/or credit card tips may appear as an item sold instead of a payment line within Centegra Plus. To discuss options of migrating to the method of using a payment line, Contact Centegra.
Where Can I Report On Discounts & Deals?
Throughout Centegra Plus, there are many areas where you can view the value of discount applied applied against sales. These include the Average Sales report for an overview of discount applied per day, per site (or across all sites); as well as the Item Sales report for an overview of discount per product and product group within a selected date range.
For more of an in-depth insight into discount applied through discounts and meal deals, use the Combo Sales & Discounts report accessed via Reports & Analysis > Sales.
This report provides you with a list of discounts and meal deals used within the selected date range, along with the revenue generated alongside the deal/discount as well as the discount value itself. You can expand each row to see which transactions contain the selected deal/discount, or to see the products where discount was applied.
How Do I Add/Remove Sites In Saved Reports?
When a new site is added to your company within Centegra Plus, the site does not get added to any Saved Reports automatically. As the report owner, you need to add the new site to the relevant reports manually.
To add the new site to the Saved Report:
- Access your Saved Reports section, and against the relevant report select [RUN].
- Once the report has loaded, in the report filters section, update the filter to include the new site(s) being added to the Saved Report.
- Select [RUN REPORT] to re-run the report using the new filters.
- Once the report has loaded, in the report filters section, select [UPDATE REPORT FILTERS].
- At this stage, you can update the report name if required. Then select [SAVE].
When the Saved Report is next run, it will include the new site(s) just added.
You can follow the process above when removing sites and when updating any filters against the Saved Report too.
Can I Exclude Non-Revenue Items From Sales Reporting?
In some cases, products are "sold" through the POS but they are not items to be considered as part of revenue and so should be excluded from sales reporting. This may include things such as Charity Donations, Charges, Third-Party Fees and so on.
To handle this, Product-to-Payment mapping is available which converts "sales" of selected products to instead be a negative payment line within the transaction as it processes into Centegra Plus. This means that the transaction sale value is "true", the full customer payment is captured, and the non-revenue item value us captured and handled as a payment liability.
For example, if a sale was entered at the POS as follows:
Sale Items
Burger £9.50
Cash Tip £1.50
Donation £1.00
Payments
Credit Card £12.00
The sale comes to £12.00, but only £9.50 would be considered as revenue through products sold as tips and donations are liabilities that are owed to staff and charity. But £12 in card payments is taken so that needs to remain.
Through Product-to-Payment mapping we can convert the sale of selected items so that in Centegra Plus is shows as follows:
Sale Items
Burger £9.50
Payments
Credit Card £12.00
Cash Tip -£1.50
Donation -£1.00
The sale now comes to £9.50. The card payment of £12.00 is still captured, and the other two payments are captured as negative payment lines which balances the transaction payments down to £9.50.
This mapping is configured by Centegra on your behalf, so to discuss further, Contact Centegra.
What Are "Rounding Adjustments" In Transactions & Reporting?
Within transactions and reporting, you may come across a "Rounding Adjustment" product (or similar).
Centegra Plus rounds to 6 decimal places, and so this product is in place to capture any rounding applied within transactions where calculations such as exclusive tax, service charge and discounts are applied.
This is to ensure that the sum of gross product sales matches the sum of payments exactly down to the 6th decimal place.
For example, in the transaction below where the customer paid exactly $1.52, the "Rounding Adjustment" product appears for -$0.01:
At first, this may look incorrect as the Gross appears as though it should be $1.51 ($0.76 + $0.76 - $0.01), but this is due to figures being presented to just 2 decimal places.
If we look at this transaction behind the scenes below, we can see that before any rounding adjustment is applied the gross product sale total is $1.525, which is $0.005 more than the payment received from the customer. Applying a rounding adjustment of -$0.005 against the transaction brings the gross product sale amount in line with the payment received, thus balancing the transaction.
Note that the rounding adjustment may be a positive amount or negative amount. Overall, adjustments being applied balance the gross product sale amount in line with the payments received from customers.
Troubleshooting
I See "UNASSIGNED PRODUCTS" In Reports
If you see sales against the product group "UNASSIGNED PRODUCTS", it means that there is a product (or multiple products) that have not yet been assigned to a reporting group within Centegra Plus.
Click Here for details on how to assign products to the correct reporting groups.
I See "REMOTE ORDER MAPPING ERROR" In Reports
If you see sales against a product, or product group, called "REMOTE ORDER MAPPING ERROR", it means that there are product mapping discrepancies within a remote sales integration into Centegra Plus.
If Centegra Plus cannot recognise a products product ID in a sale received via a sales integration, as a failsafe the sale value is captured against this "REMOTE ORDER MAPPING ERROR" product. The correct product sold is not being captured though, so you should aim to rectify the mapping error as quickly as possible.
Unfortunately, you'll be unable to correct the existing transactions. However, upon identifying "REMOTE ORDER MAPPING ERROR" within reports, you should aim to rectify this as soon as possible to prevent future transactions from being affected.
To do so, first identify which transaction(s) the product occurs within:
- Run an Item Sales report for the date range affected, within Reports & Analysis > Sales.
- TIP: You can use the Product Group report filter to report only on the "REMOTE ORDER MAPPING ERROR" group.
- When the report loads, you'll see the sales against this product:
- Click into the quantity field - this will give you a list of all transactions containing this product.
- Click into the ID of the transaction to open the transaction within a new tab.
Then, identify which product is causing the mapping error:
- Using External Transaction ID provided (which is the ID of the transaction within the remote sales platform) and/or the date and time of the order, identify the corresponding order within the remote sales platform.
- Compare the products shown within Centegra Plus against the products shown within the remote sales platform, to identify the product affected by the product mapping error.
Once the product(s) have been identified, obtain the correct product ID from within Centegra Plus within the products section, and map this product ID within the remote sales platform.
I'm Not Receiving My Scheduled Email Reports
Follow the steps below you are not receiving a report that has been set up to email to you:
- Check The Saved Report Settings
- Check Your Junk & Spam Folders
- Check Your Email Settings & Rules
- Contact The Centegra Support Team
Check The Saved Report Settings
First, check to make sure that the saved report is configured to send.
If you are the report owner, you should see the report within your Saved Reports listing. Check to ensure that the Enabled checkbox is selected, and check to ensure that the schedule is configured correctly.
If you are not the report owner, you will need to contact the person who created the saved report originally to check the report setup, and to check that you are included within the report Cc list.
Check Your Junk & Spam Folders
Saved Report emails are sent from noreply@centegraplus.com. Check your Junk / Spam folders to ensure that emails from this address are not being moved to those folders automatically.
Check Your Email Settings & Rules
Saved Report emails are sent from noreply@centegraplus.com. Check to ensure that no settings or rules have been defined within your email configuration which may be directing emails to a specific folder.
In some cases, you may need to contact your email provider to ensure that noreply@centegraplus.com is whitelisted as an email address that it is safe for you to receive emails from.
Contact The Centegra Support Team
If you have run through the previous steps and you are still not receiving your emails reports, Contact Centegra and we will investigate further for you.
Tax Rates Look Incorrect
Centegra Plus typically reports tax based on the tax value provided by the POS system or remote order platform system. If you notice that tax values are incorrect within Centegra Plus reporting, you should check the tax configuration within the original transaction source platform and review all tax settings.
In the case of some remote order platform (typically Delivery aggregators), tax is calculated in Centegra Plus based on the tax rate assigned to the product on the integration price level. If you notice that tax values are incorrect within Centegra Plus reporting for these platforms, you should review the tax configuration against the price level within Centegra Plus as covered in This Article.
Occasionally, in the Tax Rate Analysis report you may spot that a tax rate does not show what you may expect to see and is very slightly higher or lower. Rest assured, providing that the correct tax rate is set for the product, the customer is being charged the correct VAT amount, and reports are displaying the correct tax and net values. This occurs if the POS system feeding data into Centegra Plus provides tax values to only two decimal places, especially on low-value items.
For example in the UK, you may be only be expecting to see 0% and 20% tax rates within the reports, but a 19% tax rate may appear like so:
Consider an item that is £0.50 on the POS, with a tax rate of 20%. As a result of this product being sold once, the following values are provided:
- Tax = £0.08 (rounded down from £0.083333)
- Net = £0.42 (rounded up from £0.416667)
Using these values, due to the impact of rounding, the tax rate calculation works out at 19%. [Calculation: (£0.08 / £0.42) * 100 = 19%]
[Note: This only applies if the tax rate is only slightly higher or lower; if you see a significant difference, you should check the products tax setup.]
A New Payment Method Is Missing From Reports
If you can't see a new payment method in reporting, rest assured the data is still there. It just needs a final step within configuration to get the data showing within the reports.
Any new payment method (or 'Media' as it is known in Centegra Plus) being used on the POS will not show within reports until the Media is assigned to a Media Type within Centegra Plus. The Media Type is a way of grouping together similar Media based on your payment reporting requirements.
For information on how to assign the new media to a media type, Click Here.
Delivery Meal Deals Are Not Reporting As Meal Deals
For some remote order platforms, meal deals are not always treated as a combo by default, and so do not naturally report as a discount and appear within the Combo Sales & Discounts Report alongside meal deals from the POS and other remote order platforms.
If this is the case, you can enable the "Combo Reconciliation" feature against a remote order integration which recalculates a meal deal as it process into Centegra Plus so that it can be converted into a combo, to report alongside other combos and discounts.
Below is an illustration of a meal deal being received from a delivery aggregator that does not naturally treat meal deals as a combo. Here, the sale value is attributes to the meal deal parent, meaning that items within the meal deal have no sale or tax value, and the resulting discount is inflated.
And below is the same meal deal that has been recalculated as it processed into Centegra Plus when this feature is enabled. Now treated as a combo, sale and tax values are associated with the meal deal items, and result discount is accurate. The transaction now appears in the Combo Sales & Discounts Report alongside meal deals from the POS and other remote order platforms too.
There are two aspects to enabling this feature:
- Firstly, this feature needs to be enabled on an individual basis for applicable remote order platforms. This is done per site, per platform, and can only be enabled by Centegra on your behalf. Contact Centegra with the details of which sites and platforms you'd like us to enable this for.
- Then, for each meal deal, the meal deal products needs to be marked as a combo product. This way, when the product is sold, it can be identified as a combo meal deal parent and so the modifiers linked to it can be converted into combo meal deal child products. To do this:
- Access The Product and head to the Additional Product Details section.
- Enable the Is Combo / Promotion setting against the product and save.