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Shifts

A shift — also called a booking period — is one session of trading. It opens when someone starts it on the register and closes when someone ends it. Everything sold in between belongs to that shift.

Shifts are how the day is divided and how cash is reconciled.

Tip

To close a period and produce figures for your bookkeeper, follow Accounting. This page describes the shift pages themselves.

Note

Screenshots on this page show the International panel. In the certified version some actions are absent — see What You See Depends on Your Version.

The Shift Z entry in the sidebar

Open it from Shift Z in the sidebar.

The Shift List

Analytics → Shift Z lists every booking period in the selected period, newest first.

The shift list

Set a Start Date and End Date at the top, and use the keyword search to narrow further.

Each row carries the figures for that shift:

Column What it holds
Open time When the shift was started, and by whom
id The shift number — quote this when discussing a shift
Cash, Card, B. Transfer, Credit, Error, Offered Totals per payment type
Total shift The sum of the above
Close time When it ended, or In progress... if it is still running
Comment The note left when closing
Actions The two drill-downs described below

Tip

A shift still showing In progress... has no closing figures yet. If yesterday's shift is still open, someone forgot to close it on the register — that is worth fixing before you reconcile, because its takings are not final.

Opening and Closing

A shift is normally opened and closed on the register, where staff count the cash. Where the panel offers it, Open a shift and Close this shift do the same from here.

Closing asks for:

  • Your total amount of cash — the counted contents of the drawer
  • Any comment about the end shift — a free note
  • Force to close the account with mixed payment by — how to settle any account left part-paid

Warning

Closing is final: “Are you sure you want to end the shift? You can't open this shift afterwards!” A closed shift cannot be reopened, so make sure service has genuinely finished.

Note

In the certified version shifts cannot be closed from the Admin Panel at all. They are closed on the register, where the fiscal report is produced.

The Accounts of a Shift

The first action on a row opens Shift detail — every account opened during that shift.

The first row action on the shift list, which opens that shift's accounts

The accounts opened during a shift, with their service details

Alongside the accounts you get the service details: which cash register took them, which user, the start and end hours, and the service mode — On site, Takeaway or Delivery.

Use this to answer "what actually made up this total" — it is the bridge between a shift's summary figure and the individual tickets behind it.

Note

The list exports to CSV as shift_summary.

Shift Statistics

The second action opens Shift statistic — the accounting view of a shift.

The second row action on the shift list, which opens that shift's statistics

Shift statistics: totals by payment type, VAT by rate, and exports per table

The Panels on the Right

Total breaks the shift down by payment type — Total Cash, Total Card, Total Transfer, Total Offered, Total Credit, Total Error — and totals them. This is the figure to reconcile against the drawer and the card terminal.

VAT breaks the same shift down by VAT rate, and for each rate gives:

  • HVAT — the amount excluding VAT
  • VAT — the tax itself
  • Total — the two combined

This is the block your accountant wants.

The Tables

Each table has a download button beside its title that exports it to CSV:

Table Reports Exports as
USER Per member of staff: transaction count and totals per payment type user_details
USER - SHIFT Each worker shift within the booking period: user, type, start, end, hours worked user_shift
GROUP Sales per product group: count and total group_details
PARENT GROUP The same rolled up to the top-level group, with VAT detail parent_group_details
PRODUCT Sales per product product_details

Details at the top right opens the full breakdown.

Tip

USER - SHIFT is your worked-hours record: it shows when each person started and stopped and how long they worked, per shift. Export it monthly for payroll.

Statistics for a Whole Period

You do not have to open each shift and add the figures up. Choose a date range on the shift list and the statistics button appears next to it — that opens the same statistics view, aggregated over the whole period.

Statistics for a date range

Everything is totalled across the range you searched:

  • Total — cash, card, transfer, offered, credit and error for the entire period, and the overall total
  • VAT — every rate that occurred, each with its HVAT, VAT and Total
  • USER — each member of staff's transaction count and takings across the period
  • USER - SHIFT — per user, the Number of shift worked and the total Time, summed across the range
  • GROUP, PARENT GROUP, PRODUCT — sales per category and per item for the period

Each table still exports to CSV, now covering the whole range rather than one shift.

Tip

This is the view to use for a month, a week or a quarter. A per-shift figure is for investigating one session; the interval view is for reporting.

Summary Panels on the List

The list page carries the same two panels, covering the whole period you searched — not the selected row. This is what makes a period total a matter of reading rather than adding:

Total — cumulative totals of paid transactions only, by payment type.

VAT — all VAT, including unpaid items, grouped by rate, with HVAT, VAT and Total.

Note

The VAT panel includes all orders, paid or not; the Total panel counts only paid and closed transactions. A gap between them is expected when the period contains open or unpaid accounts — it is not an error.

VAT Disclaimer

Warning

The VAT figures shown in this section are for visual reference only. They do not represent certified or legally binding financial records for the SCE-certified Belgian version of the application.

For official reporting or audit purposes, always refer to a signed VAT ticket generated by the POS system.

Limitations

This section lists booking periods, not days. Several shifts on one day appear as separate rows; a shift that spans midnight belongs to the day it opened.

X and Z reports can be downloaded from the shift list for the period you have searched, and from an individual shift.

Warning

In the certified version those download buttons are absent. The fiscal X and Z reports are produced on the register, which is where the certified report comes from — see Shop Shift.

Note

In the certified version, the shift detail page offers no X or Z download buttons, no account deletion, and no option to close a shift from the Admin Panel.

Summary

  • A shift is one trading session; everything sold in between belongs to it
  • The list gives per-shift totals by payment type
  • The first row action shows the accounts, the second the statistics
  • The VAT panel on the statistics view is the accounting figure; the CSV exports are the detail behind it
  • For closing a period, see Accounting