Sharp SHARPSOFT (serv.man4) Handy Guide ▷ View online
Estimated Payment Reports
These reports were originally designed to show the estimated totals for each payment type
(e.g. cash, cheque) that had been received for each department or group. Even without the
complication of deposits, they have always had to overcome a number of difficulties in their
attempt to offer meaningful results:
(e.g. cash, cheque) that had been received for each department or group. Even without the
complication of deposits, they have always had to overcome a number of difficulties in their
attempt to offer meaningful results:
Transactions may include item sales from two or more departments or groups and
payments from two or more payment types.
Subtotal and item discounts may be logged by CASHRSP, but are not applied to the
“raw” item value that CASHRSP reports for each sale.
The overall value of the item sales as reported by CASHRSP may not agree in some
circumstances with the overall value of payments.
In common with some of our other payment reports, these reports ignored transactions in
which deposits were purchased but included transactions in which deposits were redeemed.
Exceptions were displayed at the end of the report for any group or department sales value
to which a payment type could not be safely assigned, e.g. if a subtotal discount had been
applied to a transaction with multiple groups, or if the total amount of sales as reported by
CASHRSP did not agree with the total amount of payments.
which deposits were purchased but included transactions in which deposits were redeemed.
Exceptions were displayed at the end of the report for any group or department sales value
to which a payment type could not be safely assigned, e.g. if a subtotal discount had been
applied to a transaction with multiple groups, or if the total amount of sales as reported by
CASHRSP did not agree with the total amount of payments.
This strategy for avoiding the double counting of deposit payments is no longer possible in
recent versions of Sharp Pos, because deposits may be purchased in the same transaction as
normal PLU items. There is also no safe way of differentiating the payment for items within
these transactions from the payment for deposits, which makes it impossible in turn to
allocate the payment for items between different groups.
recent versions of Sharp Pos, because deposits may be purchased in the same transaction as
normal PLU items. There is also no safe way of differentiating the payment for items within
these transactions from the payment for deposits, which makes it impossible in turn to
allocate the payment for items between different groups.
Bearing all of this in mind, our estimated payment reports will no longer allocate payments
between groups and departments for transactions to which any of the following applies:
between groups and departments for transactions to which any of the following applies:
The reported payment total does not match the reported sales total.
The transaction contains one or more deposit purchases, even if it also contains one
or more item purchases.
or more item purchases.
The total value of group sales after item discounts is zero (unlikely, but technically
possible with the use of a subtotal mark-up).
possible with the use of a subtotal mark-up).
All of these unallocated payments will be reported as such against the payment types that
were used in each case (e.g. cash, cheque). This applies equally to payments for deposits,
since we have no way of differentiating them from payments for items and so cannot
exclude them completely from the report.
were used in each case (e.g. cash, cheque). This applies equally to payments for deposits,
since we have no way of differentiating them from payments for items and so cannot
exclude them completely from the report.
Sub-total discounts are now applied before the payments are allocated to groups, and will
no longer appear as exceptions as in previous versions of this report.
no longer appear as exceptions as in previous versions of this report.
This method allows us to handle split transactions, but reintroduces the problem of deposit
payments being potentially counted twice, once when the deposit is purchased and again
when the deposit is redeemed. We have worked around the issue for this report by dividing
it into separate blocks of payments by actual money (e.g. cash, cheque) and payments by
redeemed deposit. The structure of the report would be as follows for a typical combination
of payments by cash, cheque and redemption of deposits.
payments being potentially counted twice, once when the deposit is purchased and again
when the deposit is redeemed. We have worked around the issue for this report by dividing
it into separate blocks of payments by actual money (e.g. cash, cheque) and payments by
redeemed deposit. The structure of the report would be as follows for a typical combination
of payments by cash, cheque and redemption of deposits.
Money Spent Section
o Cash section
Cash payments allocated to groups
Unallocated cash payments
Total cash payments
o Cheque section
Cheque payments allocated to groups
Unallocated cheque payments
Total cheque payments
o Total money spent (cash & cheque)
Total money allocated to groups
Total money unallocated
Overall total money spent
Deposits Redeemed Section
o Redeemed deposits allocated to groups
o Unallocated redeemed deposits
o Total redeemed deposits
While the payments by deposit redemption are duly noted, they are separated off from the
payments by actual money (e.g. cash, cheque) and are not included in the “total money
spent” section that precedes the deposit area of this report.
payments by actual money (e.g. cash, cheque) and are not included in the “total money
spent” section that precedes the deposit area of this report.
In contrast to our other payment reports, the estimated payment reports do not take any
direct notice of cash given as change. If an item from the “food” group is purchased at a cost
of £6, and paid for with a cheque for £10, leaving £4 to be given as change, then the cheque
payment section of this report will show £6 as being allocated to “food” but the cash
payment section will not be affected. These reports are intended to show the overall
pattern of how customers pay for items from each group, and these allocations would tend
to be distorted if the cash amount was reduced by accounting for change.
direct notice of cash given as change. If an item from the “food” group is purchased at a cost
of £6, and paid for with a cheque for £10, leaving £4 to be given as change, then the cheque
payment section of this report will show £6 as being allocated to “food” but the cash
payment section will not be affected. These reports are intended to show the overall
pattern of how customers pay for items from each group, and these allocations would tend
to be distorted if the cash amount was reduced by accounting for change.
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