Understanding Shift Handover and Daily Closing Reports
Understanding shift handover and daily closing reports is essential for maintaining smooth operations in your POS business. These reports provide a clear record of sales, cash flow, and staff activities for each shift and daily closing, helping you reconcile accounts accurately and spot discrepancies early. They also allow you to identify top-performing stores and products, analyze payment trends, and evaluate the effectiveness of your discount strategies.
By reviewing this data regularly, you can enhance team accountability, prevent losses, and make informed decisions based on real-time performance. This guide walks you through how to read and use these reports effectively.
| Note: Once a shift handover or daily closing is completed, the data will no longer update. Even if an order status changes later, the system won’t adjust the finalized records. For example, if a $100 item is sold on the 1st and refunded on the 2nd, the sales total for the 1st remains unchanged. |
Accessing the Reports on Your POS App
On the SHOPLINE POS app, you can view real-time sales performance data by shift and day closing. These reports help you monitor store activity, optimize operations, and track team performance.
| Note: The POS app supports data viewing only. To export data, refer to the Exporting Reports from the SHOPLINE Admin section. |
To access reports:
- Open your SHOPLINE POS app.
- Tap the hamburger menu on the upper left corner to open the side navigation.
- Select Reconciliation to view the available reports.
Understanding Data Metrics
Handover Shift Reports
The handover shift report displays a summary of sales activity for the current cashier’s shift, including total sales, orders, refunds, and top-performing product collections. This report helps merchants track shift-specific sales performance, evaluate cashier efficiency, and ensure accountability during shift changes.
Report Overview
The Shift report page can generally be divided into two sections:
- General sales data for the shift. Refer to the following table for the definition of each metric.
Metric Definition Sales The net amount of an order, calculated as the difference between positive charges and negative charges (e.g., refunds), recorded based on the time of the change.
Sales = Subtotal - Discounts + Shipping + Product tax + Shipping tax + Duties + Rounding adjustments + Tips - Points redeemed - Refund amount
Note: Sales does not include the amount from gift card sales.
Sales volume The actual quantity of items sold. Orders The total number of orders successfully placed in the store, recorded at the time of order creation. Average transaction value The average sales amount per order.
Average transaction value = Sales amount ÷ Order count
Amount paid The amount received for fully or partially paid orders.
Example: If an order of $100 is placed on August 1 but paid on August 10, the amount paid on August 1 is $0 and $100 on August 10.
Gift card sales The amount of gift cards successfully ordered. Refunds The actual amount of refunded orders, recorded at the time the refund is completed. Returned quantity The actual quantity of items returned. - Top product collections sold during that period, including the generated orders and the corresponding sales amount for each collection.
Sales Amount Metrics
By clicking the value under Sales, you will find the detailed components that compose the total sales amount. The following table outlines how each metric is defined:
| Metric | Definition |
| Subtotal | Calculated as the product selling price × product quantity. |
| Discount amount |
The amount discounted using promo codes or automatic discounts you set. Discounts are proportionally allocated across items based on each item's share of the total subtotal. Note: POS discount amount includes points redeemed. |
| Shipping | The fee based on the shipping method selected in the order. |
| Tax |
Includes product tax for non-tax-inclusive items, shipping tax, and import duties. For tax-inclusive items, product tax and duties are already included in the subtotal. |
| Tip | The amount of tip paid by the customer during checkout. |
| Points deduction | The amount deducted by members using their membership points during checkout. |
| Refunds | The actual refunded amount for an order, recorded at the time of the refund. |
| Order total |
The final amount receivable for an order. Order Total = Subtotal - Discounts + Shipping + Product Tax + Shipping Tax + Duties + Tips - Points Redeemed You can also understand it as: Order Total = Sales amount + Refund amount Note: This metric is not listed on the reconciliation page. Please calculate manually using the formula if needed. |
Daily Closing Reports
The daily closing report provides a summary of total store activity across all cashier shifts for the current billing day. This report helps merchants with daily financial reconciliation and provides a high-level overview of store operations.
Report Overview
The daily closing report consists of three tabs:
- Business data: Total transactions and sales figures
- Payment data: Breakdown by payment methods
- Sales collection: Sales data grouped by product categories
Business Data Metrics
The Business data tab displays the key values related to the store's overall sales performance. The following table outlines the definition of each metric under this tab:
| Metric | Definition |
| Sales |
The net amount of an order, calculated as the difference between positive charges and negative charges (e.g., refunds), recorded based on the time of the change. Sales = Subtotal - Discounts + Shipping + Product tax + Shipping tax + Duties + Rounding adjustments + Tips - Points redeemed - Refund amount Note: Sales does not include the amount from gift card sales. |
| Sales volume | The actual quantity of items sold. |
| Orders | The total number of orders successfully placed in the store, recorded at the time of order creation. |
| Average transaction value |
The average sales amount per order. Average transaction value = Sales amount ÷ Order count |
| Amount paid |
The amount received for fully or partially paid orders. Example: If an order of $100 is placed on August 1 but paid on August 10, the amount paid on August 1 is $0 and $100 on August 10. |
| Gift card sales | The amount of gift cards successfully ordered. |
| Refunds | The actual amount of refunded orders, recorded at the time the refund is completed. |
| Returned quantity | The actual quantity of items returned. |
Exporting Reports from the SHOPLINE Admin
To conduct more advanced data analysis, you can export data reports from the SHOPLINE admin panel:
- From your SHOPLINE admin panel, go to Channels > POS > Report. In the Transaction reports section, click the desired report to open it.
- Use filters to narrow down your data as needed.
- Click Export data to download the report in CSV or Excel format.
This allows you to track performance, analyze payment methods, and gain deeper customer insights.