Day-End Summary

The Summary page answers the questions you have when you close up. What did we sell, what did we spend, how much cash should be in the drawer, how was the money taken and which cashier took what.

Nothing on this page is stored separately. Every figure is read from the sales ledger, the expenses and the till sessions each time the page loads. It cannot drift away from the records it summarises.

Where to Find It

Click Summary in the lower block of the left sidebar, next to Cafeteria and Games. It opens on today.

The entry can be hidden for everyone under Settings, View, in the Side bar list. It is also hidden for a cashier whose role cannot view reports. See Permissions below.

The Toolbar

Business day start

"Today" means the business day, not the calendar day. The start hour is set in Settings, General, Business Day Starts At. With 08:00, a sale at 02:00 belongs to the previous day. With 00:00 the report follows the calendar day.

The Tax tab and the other Analytics tabs use the same start hour. The screens therefore agree about which sales belong to which day.

The Four Headline Cards

The change figure

Sales, Expenses and Net each show an arrow and a percentage. It compares the period with the period just before it. The earlier window is cut to the same elapsed length. At 11:00 today is compared with yesterday up to the same point in the day, not with the whole of yesterday.

When the earlier window had nothing, the card says No prior data.

The drawer badge

The Expected in Drawer card carries one of these states:

Counts only exist when shifts are switched on. See Switching shifts on.

Money Position

This card appears only when the period had prepaid sales or member account activity. It separates what reached the till from what the cafe actually earned.

Payment Methods

How the money was taken. Each payment method gets a row with its amount and its share of the total. Methods you added under Settings, Payment Methods keep their own names here.

Below the list the drawer is reconciled:

Three notes can appear under the drawer lines:

• Expenses with no payment method. They are not taken out of the drawer until a method is recorded.
• Outside any shift. Cash taken before the first shift opened, after the last one closed or with no cashier.
• Unattributed cash. Cash on a record with no cashier.

A payment method you marked as cash in Settings, Payment Methods counts toward the drawer the same way the built-in cash method does.

Sales by Hour

A bar chart of sales per hour, split into Cash and Other methods. Only the hours the cafe traded in are drawn, plus one hour on either side. Hours run in business day order. A night that runs past midnight stays in one piece.

The badge in the corner names the busiest hour and its takings.

Cashiers

Takings by cashier. This table is built from the sales themselves. It is filled whether or not shifts are used.

Sales recorded without a cashier are shown on a separate No cashier row. The total row includes them. The table therefore adds up to Total Sales.

When shifts are switched on, no shift was opened and more than one cashier worked, a note says the figures come from the sales themselves.

Cashier Shifts

Handover, takings and count difference. This table appears when shifts are switched on. It also appears when the period contains any shift.

Two markers can appear on a row:

• Clipped to range. The shift started before the period or ended after it. Its money is cut to the part inside the period. It has no count difference as a result.
• Handover short or Handover over an amount. The cash counted at the start of this shift did not match what the previous cashier left.

The Day total row adds up the columns above it.

Sales Items and Expense Items

Sales Items groups the period's sales by type, such as Sessions, Orders, Consoles or Package Sale. Each row shows Count, Amount and Share.

Expense Items groups the expenses by vendor. An expense with no vendor is listed as No vendor. Expenses not yet paid are marked Unpaid and are not taken out of the drawer. The total covers paid expenses only.

Switching Shifts On

Shifts are off by default. With them off, the Summary still works. It simply has no counts to compare against.

1. Open Settings, then Staff.
2. In the Shifts box, switch on Enable shifts.
3. Optionally switch on Require a note when the count does not match.
4. Save the settings.

From then on:

• At sign-in the cashier sees Start shift. They count the cash in the drawer and enter it under Cash counted. If the previous cashier left a counted amount, it is offered with Use this. Start without counting opens the shift without a count.
• At sign-out or switch cashier the cashier sees End shift. The dialog shows Expected in drawer. The cashier enters Cash counted and the Difference is recorded against the shift.
• From the cashier menu. Click your name at the top of the window. The menu shows either Shift open since a time or No shift started. Below it is End shift or Start shift.
• When closing the program with a shift still open, HandyCafe asks Your shift is still open. Choose End shift first to count now. Choose Leave it open to deal with it later.

A cashier cannot open a second shift while one is open. A closed shift cannot be closed again.

Procedures

Close the day

1. Click Summary in the sidebar. It opens on Today.
2. Check Expected in Drawer and its badge.
3. Count the cash in the till and compare it with the expected figure.
4. If shifts are on, open the cashier menu and choose End shift. Enter the counted cash.
5. Reload the page by pressing Today again. The badge now shows the counted state.
6. Press Export to CSV if you keep a file copy.

Check one cashier's day

1. Open Summary.
2. In Cashier, pick the cashier.
3. Every card and table now covers only that cashier's records.

Report a period that is not a single day

1. Press Custom.
2. Fill From date and To date, including the time.
3. Leave the second field. The report loads.

What the CSV Contains

The file is named day-summary-<period>.csv. It holds, in order:

• the four headline figures, plus refunds when there were any
• the Money Position block, when it was shown
• the Cashiers table and the no-cashier amount
• the payment methods
• the shift table and the outside-shift cash
• the sales items and the expense items

Amounts are written as plain numbers with a dot decimal and no currency symbol. A spreadsheet can add them up in any language. The file opens correctly in Excel on Windows, including Turkish and Arabic names.

Permissions

The page needs the Reporting permission View on the cashier's role. What the cashier then sees depends on the rest of the role.

The restriction is applied by the server, not just by hiding buttons. Picking another cashier in the filter does not reveal their figures. See Cashier Roles & Permissions.

There is no edition requirement. The page is available in every package.

Troubleshooting

"Nothing recorded for this day yet." No sale, expense, payment or shift falls in the period. Check the business day start hour. A late-night sale may belong to the previous day.

"Could not load the day summary." The server could not build the report. Try again. If it persists, check Logs.

The drawer figure differs from what I counted but no shift shows a difference. Shifts are off. Nothing was counted. Switch them on under Settings, Staff.

The drawer figure is higher than the cash sales. A cash method that carries a fee counts the full amount received into the drawer. Sales count the amount after the fee.

A shift shows no difference even though it was counted. It is clipped to the period. Widen the period to cover the whole shift.

Summary is missing from the sidebar. It is switched off under Settings, View. The other cause is a role with no Reporting View permission.

Related Pages

• Statistics
• Tax Report
• Cash Register
• Cash Report
• Staff Settings
• General Settings