E-Journal Report - Store Employee

E-Journal Report - Store Employee

E-Journal Report Overview

The E-Journal Report (Electronic Journal Report) is a digital record of all transactions processed on the POS terminal. It functions like a digital copy of the cash register receipt tape, capturing every action done on the register, including sales, refunds, voids, discounts, cash-ins/outs, and more.

This article includes information about: 
  1. How to generate the "E-Journal Sales Report."
  2. How to apply the customer filter options to customize the report. 
  3. How to automate (schedule) or print a report.
  4. How to mark the report as a favorite report. 

1. Reaching "E-Journal Report"

  1. Step 1: Log into Control Center
  2. Step 2: Choose Location
  3. Step 3: Choose Reports
  4. Step 4: Choose Sales Reports
  5. Step 5: Choose E-Journal 
Figure 1.1 below will help you better understand the navigation. 
Figure 1.1

When you click "E-Journal," the E-Journal Report screen will appear.  As shown in Figure 1.2, it provides relevant filtering and sorting options.

Figure 1.2

2. Generating the "E-Journal Report"

Please follow the steps below to generate the "E-Journal Report" that meets your requirements: 
  1. Navigate to the  E-Journal Report screen.
  2. Select the date range and click "Generate Report" to view the "E-Journal Report" for the selected date range. 
    1. You can use the Filter By Employee, Filter By Customer, Filter the Report By, Filter By Sales Transactions, Filter the Sales By, Register#, and Date Range & Presets filters and Sort by Register#, Show Signature, Only Suspended Sales, Only Sales with Notes, Only Cancelled Sales, and Order by Most Recent checkbox filters to create the report that meets your requirements. You can use multiple filters to make the report more specific. Please refer to Section 3, Report Filter Options, to learn more about these filters.
    2. Click "Generate Report" whenever you change your selection in any field to view the updated report. 
  3. When you click the "Generate Report" button after selecting the date range, the system will show the store-wise report records, as Figure 2.1 shows.  Figure 2.1

2.1 Understanding the "E-Journal Report"


 Figure 2.1.1

1. Transaction & Cashier Details
  1. Cashier: Displays the name of the cashier who handled the transaction.
  2. Register: The register (POS device) used to make the sale. 
  3. Receipt #: Unique number assigned to this transaction.
  4. Date/Time: Shows when the transaction occurred.
  5. Store: Identifies the store location.
  6. Type: Displays the transaction type (e.g., Sale, Canceled, Return etc.).
  7. Customer Information: Displays DOB, Age, and status (if verified).
2. Itemized Purchase List

This section lists all purchased items. Each row includes:
  1. UPC: Unique Product Code.
  2. Name: Product name.
  3. Qty: Number of units purchased.
  4. Price: Price per unit.
  5. Buydown: Any manufacturer or vendor discount applied, if any.
  6. Discount: Any additional discount provided, if any.
  7. Other Taxes: Additional applicable taxes, if any.
  8. Total: Final price after discounts and taxes for each item.
3. Payment Method

This section includes the payment method and the final payable amount. 

4. Transaction Summary
  1. Sub Total: The total before discounts and taxes.
  2. After Discounts: Adjusted total after applying discounts.
  3. Tax: Applicable tax amount, if any. 
  4. Total: Final payable amount.
  5. Change: Balance returned to the customer, if any.
5. Action Buttons

Use the buttons in the top-right corner to take further actions:
  1. Print as Receipt: Generates a standard receipt copy in a new tab.
  2. Print Receipt as PDF: Generates the receipt in PDF format.
  3. Print Customer Receipt: Prints a customer-friendly version of the receipt.
  4. Show Variance: Displays any differences or mismatches in transaction data.
  5. Preview Scan Data: Shows scanned item details for verification.

3. Filter Options

FTx Cloud POS lets you view the E-Journal Report records according to your preferences using various filter options. As highlighted in Figure 3.1, you can configure the report with any single filter or combination of multiple filters.
 Figure 3.1

Filter Options:
  1. Filter By Employee: This filter lets you select a specific employee and view only the report specific to their transactions.   
  2. Filter By Customer: This filter lets you select a specific customer and view the report only for their transactions. 
  3. Filter the Report By: This filter lets you generate the report based on six options: Filter By Date Range, Filter By Register Z, Filter By Receipt Range, Filter By Sale Amount, Filter By Check Number, and Filter By Last four Number of CC. 
  4. Filter By Sales Transactions: This filter lets you generate the report based on four options: Only Sales Transactions, Only Open Departments Sales, Only Non Sales Transactions, and All Transactions.
  5. Filter the Sales By: The Filter By Sales drop-down lets you view the report based on three parameters: All Sales, E-Commerce Sales, and In-Store Sales. 
  6. Register#: This filter lets you select a specific register to generate the report. You can also choose All (default) to include all registers.
  7. Date Range & Presets: This filter lets you select the report's time interval. 
  8. Checkbox Filters: You can tick the following checkboxes to generate a report: 
    1. Show Signatures: Display signatures associated with sales.
    2. Only Suspended Sales: Show only suspended sales transactions.
    3. Only Sales with Notes: Display transactions that include notes.
    4. Only Cancelled Sales: Show only cancelled sales.
    5. Order by Most Recent: Sort report results starting with the latest sales.
    6. Sort by Register #: Organize sales data by register number. 

3.1 Filter By Employee

The Filter By Employee drop-down lets you select the report data using specific Employees. It has two selection options: Show All and Filter By Employee.
  1. Show All: The system selects "Show All" by default. It considers all employees when generating reports for selected locations. The "Manage" button is disabled for this option. 
  2. Filter By Employee: This option generates the report by selecting specific Employees. Once you choose this option, the system will enable the "Manage" button to set up the filters. 
Please follow the steps below to select specific Employees. 
  1. In the Filter By Employee drop-down menu, select the "Filter By Employee" option and click the "Manage" button.

Figure 3.1.1
  1. The Manage Filters screen will appear, showing the employee list, as Figure 3.1.2 shows.
Figure 3.1.2
  1. 1: Search: Use this Search box to search for a specific Employee.
  2. 2: Employee List: This section shows the list of all Employees. 
  3. 3: Selection Checkboxes: Select the required Employees by checking the appropriate checkboxes.
  4. 4: Arrow: Click the green Arrow button to move the selected records to the Selected List. 
  1. The Manage Filters screen will look like the one in Figure 3.1.3.
Figure 3.1.3
    1. 1: Clear Selection: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
    2. 2: Apply: Click "Apply" to apply the selection. 
  1. Figure 3.1.4 shows that the selected employees' names are displayed under "Selected Filter Types." When you click "Generate Report," the system generates only the report for the selected employees. 
 Figure 3.1.4

3.2 Filter By Customer

The Filter By Customer drop-down lets you select the report data using specific customers. It has two selection options: Show All and Filter By Customer.
  1. Show All: The system selects "Show All" by default. It considers all customers when generating the report for the selected locations. The "Manage" button is disabled for this option. 
  2. Filter By Customer: This option generates the report by selecting specific customers. Once you choose this option, the system will enable the "Manage" button to set up the filters. 
Please follow the steps below to select specific customers. 
  1. In the Filter By drop-down menu, select the "Filter By Customer" option and click the "Manage" button.

Figure 3.2.1
  1. The Manage Filters screen will appear, showing the customer list, as Figure 3.2.2 shows.

Figure 3.2.2
    1. 1: Search: Use this Search box to search for a specific customer.
    2. 2: Customer List: This section shows the list of all customers. 
    3. 3: Selection Checkboxes: Select the required customers by checking the appropriate checkboxes.
    4. 4: Arrow: Click the green Arrow button to move the selected records to the Selected Area. 
  1. The Manage Filters screen will look like the one in Figure 3.2.3.

Figure 3.2.3
  1. 1: Clear Selection: Click the "Clear Selection" button to remove the whole selection. To remove any record from the list, click the Remove (x) icon.
  2. 2: Apply: Click "Apply" to apply the selection. 
  1. Figure 3.2.4 shows that the selected customers' names are displayed under "Selected Filter Types." When you click "Generate Report," the system will generate the report only for the selected customers. 

Figure 3.2.4

3.3 Filter the Report By

The Filter the Report By dropdown allows you to generate sales reports based on six options: Filter By Date Range, Filter By Register Z, Filter By Receipt Range, Filter By Sale Amount, and Filter By Check Number. 

 Figure 3.3.1
  1. Filter By Date Range: The Filter By Date Range generates a report for a specified period. The system selects this option by default and generates the report as Figure 2.1 shows. 
  2. Filter by Register Z: The Filter by Register Z report lets you view the report records for the specified Register Z. Please follow the steps below to get the report.  
    1. Choose the Filter by Register Z option in the Filter the Report By drop-down. 
    2. The Register# and Z# dropdowns will appear. Select the required register and Z numbers from them and click "Generate Report." 
Figure 3.3.2
  1. Filter  By Receipt Range: The Filter By Receipt Range option allows you to enter a range of receipt numbers to view only those sales. Please follow the steps below to get the report.    
    1.  Choose the Filter By Receipt Range option in the Filter the Report By drop-down.  
    2. Choose the required register number in the Reg# drop-down and receipt range using the Starting Rec# and Ending Rec# fields.  
    3. Click "Generate Report." The system will generate the report, as Figure 3.3.3 shows.
Figure 3.3.3
  1. Filter By Sales Amount: The Filter By Sale Amount option generates a report based on sales transactions within a specific sales amount range. Please follow the steps below to create the report. 
    1. Choose the Filter By Sale Amount option in the Filter the Report By drop-down. 
    2. 1: Select the appropriate date range using the Start Date and End Date fields. 
    3. 2: Choose the required option from the Sale Amount Is drop-down from the Greater Than, Greater Than or Equals, Less Than, Less Than Or Equals, or Equal To options. Enter the desired amount in the Amount field. 
    4. The system will consider your inputs and generate the report, as Figure 3.3.4 shows. 
Figure 3.3.4
  1. Filter By Check Number: The Filter By Check Number option filters the report records using the check number. Please follow the steps below to create the report. 
    1. Choose the Filter By Check Number option in the Filter the Report By drop-down. 
    2. Enter the required check number in the Check Number field and click "Generate Report." The system will consider your inputs and generate the report, as Figure 3.3.5 shows. 
 Figure 3.3.5
  1. Filter By Last Four Numbers of CC: The Filter By Last Four Numbers of CC option allows you to filter transactions by the last four digits of a credit card. Please follow the steps below to generate the report. 
    1. Choose the Filter By Last Four Number of CC option in the Filter the Report By drop-down.
    2. Select the appropriate date range using the Start Date and End Date fields and enter the last four digits of the credit card in the Last Four Digits for CC field.  
    3. The system will consider your inputs and generate the report, as Figure 3.3.6 shows.
Figure 3.3.6

3.4 Filter By Sale Transactions


Figure 3.4.1
  1. Only Sales Transactions: This option displays reports containing completed sales transactions, excluding the open department sales and non-sales transactions.
  2. Only Open Departments Sales: This option shows sales recorded under open departments. It is helpful for businesses tracking flexible or miscellaneous sales.
  3. Only Non-Sales Transactions: This option displays transactions other than direct sales, such as refunds or other non-revenue activities.
  4. All Transactions: The report includes all sales, open department sales, and non-sales transactions. 
The report will show the records based on your selection. However, the report format will be the same as shown in Figure 2.1. 

3.5  Filter the Sales By

The Filter the Sales By drop-down lets you filter the report records based on three parameters: All Sales, E-Commerce Sales, and In Store Sales. 


Figure 3.5.1
  1. All Sales: The system selects "All Sales" by default and shows all records, as shown in Figure 2.1.
  2. E-Commerce Sales: Select this option to generate the report to view the sales data only for the items sold through the E-Commerce website. 
  3. In-Store Sales: This option generates a report displaying sales data for only the items sold in the store. 
The report will show the records based on your selection. However, the report format will be the same as shown in Figure 2.1. 

3.6 Register #

The Register# lets you select a specific register to generate the report. By default, the system selects "All" and shows the records for all registers. You can choose a particular register to view the report specific to that register only.   

 Figure 3.6.1
The report will show the records based on your selection. However, the report format will be the same as shown in Figure 2.1.  

3.7 Date Range & Presets

Date Range

Please follow the steps below to select the report's required date range and time interval:
  1. Click inside the Start Date field. The drop-down calendar will appear, as shown in Figure 3.7.1.
Figure 3.7.1
  1. Select the specific date and time from the drop-down calendar. Alternatively, manually enter the date in MM/DD/YYYY format.
  2. Click inside the End Date field and follow the same process. 
  3. After making the appropriate selections for other filters, click on "Generate Report." 
Presets

The Presets drop-down allows you to generate the report by selecting a common, specific duration/interval, such as Today, Yesterday, This Week, Last Week, etc. Please follow the steps below to choose the report's required date range using Presets. 
  1. Hover over the "Presets" button. 
  2. As shown in Figure 3.7.2, a drop-down menu will appear, allowing you to select the required duration or interval. The system will automatically set the Start and End Dates based on your selection.
  3. After making the appropriate selections for other filters, click on "Generate Report."

Figure 3.7.2

4. Scheduling a Report

FTx Cloud POS supports report automation, allowing you to configure and schedule a report. The system will then send the scheduled report to the designated email addresses at the specified frequency (daily, weekly, bi-weekly, monthly, quarterly, etc.). 

Please refer to "Scheduling a Report" to learn how to schedule a report.

5. Printing / Exporting a Report

You can print or export any report according to your requirements. When you use the Print function, the system creates and opens the report's PDF file in a new tab. You can download the soft copy or print the paper copy according to your requirements. 

Please refer to "Printing a Report" to learn how to print or export a report. 

6. Manage Favorites 

FTx Cloud POS provides quick access to frequently viewed reports through the "Favorite Reports" feature. You can save a report as a favorite and manage all your favorites from any report screen using the "Manage Favorites" button. 

Please refer to "Managing the Favorite Reports" to learn how to manage or export a report.  

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