Daily Sales Report

Your day’s sales, ready to sign off

The Daily Sales Report is where each day’s sales turn into a journal entryJournal entryA record of money moving between GL accounts. Each one lists debits and credits that must be equal. on your books. DishBooks pulls the numbers from your POSPOSPoint of sale. The system you ring up checks on, like Toast or Square. and builds the entry for you. Your job is a quick once-over and a click on Approve. Until a day is approved, it stays out of your reports unless you turn on Show unapproved.

Where the numbers come from: DishBooks pulls your daily sales straight from Toast. Days only appear here once Toast is connected. Using another POS? Record each day as a journal entry instead.

Think of it like checking the drawer at close: a couple of minutes a day keeps your books clean and your month-endMonth-end closeChecking and finalizing a month's books so your reports for that month are complete and accurate. calm.

Your team might call it the DSS (daily sales summary). Same thing.

Before you start

• Toast is connected. See Connect Toast. No Toast yet? See the FAQ below.
• Your sales categories are mapped to GL accountsGL accountGeneral ledger account. One of the named buckets on your books, like Food Sales or Sales Tax Payable, that every dollar is sorted into.. You do this once. See POS integrations.
• Have your POS sales report handy (and your card processor’s payout report, if you have it) to check the numbers against.

Find your way around

Go to Sales → Daily Sales Report. You’ll start on a calendar of the month, with each day’s net salesNet salesSales after discounts, comps and voids, before sales tax and tips..

• Location picker (top right): see one location, or All locations combined.
• Month picker: jump to another month.
• Blue check mark: that day is approved. No check mark means it’s still waiting for you.

Click any day to open it.

Step 1 Review the day

Each day opens with a summary at the top: net sales, discounts, voids, guest count and average check. Below that are four tabs.

Categories. Every sales category from your POS, with its amount and GL account. Look for anything that seems off for the day, and make sure every line has a GL account. A line showing Select a GL account still needs one (like No Sales Category above).

Cash management. Cash collected, tips, gratuitiesGratuityAn automatic service charge added to a check, like 18% on a large party. It's recorded separately from tips the guest chooses to leave. and the change in cash. Check these against your end-of-day cash count, and make sure each line at the bottom has a GL account.

Journal entry. The final entry that will hit your books. Debits should equal creditsDebits and creditsThe two sides of every journal entry. They must add up to the same amount, which is how your books stay in balance..

Comments. Leave a note for your accountant or team, like why tips were high or a comp you want flagged.

Your quick checklist

• Net sales match your POS sales report.
• Each category (food, beer, wine and so on) looks right for the day.
• Sales tax and gratuity look right.
• Credit card payments match your card processor’s payout.
• Processing fees and any POS withholdings (like a loan repayment) are there.
• Gift cards, DoorDash, Uber Eats and other third-party sales look right.
• Cash and tips match your drawer count.
• Every line has a GL account, and the journal entry balances.

Pro tip: Use Attach file to add the POS report you checked against. When your accountant reviews the month, the proof is right there.

Step 2 Approve the day

All good? Click Actions → Approve.

The day locks: GL accounts and amounts can’t be changed, and a blue check mark shows on the calendar.

Can’t approve yet? Every category and every cash management line needs a GL account first. Look for any line that still says Select a GL account.

Need to make a change?

Open the day and click Actions → Unapprove. The day unlocks so you can edit it, then approve it again when you’re done.

Days are approved one at a time, so it’s easiest to make this part of your daily routine or knock out the week in one sitting.

Fixing a day

Something doesn’t match? These three tools cover almost everything. Repoll and manual mode are under Actions on an unapproved day. Exclude is on the calendar (see below).

Repoll: pull fresh numbers from your POS. Use it when something changed in your POS after the day came in, like a late comp or a check that got closed the next morning.

Manual mode: adjust the entry yourself. Click Turn on manual mode and the Categories and Cash management tabs step aside so you can edit the journal entry directly: change amounts, pick GL accounts, or add a line. Click Save when you’re done. Turn manual mode off to go back to what came from your POS.

If you change a category’s amount, any difference lands in Over/ShortOver/ShortThe account that holds any difference when a day's sales and payments don't match exactly. Aim to keep it at $0.00.. Aim to keep it at $0.00. If food is $20 high and beer is $20 low, adjust both.

Exclude: remove days that shouldn’t be on your books, like test days before you went live. On the calendar, click Actions (next to the month picker) and choose Exclude before…. Pick a date, and every unapproved day on or before it is excluded and its journal entry deleted. Approved days are never touched. Before you click Exclude, the window tells you how many days will be excluded and how many will be skipped. Excluded days show a crossed-out eye on the calendar. To exclude one day, open it and choose Actions → Exclude. To bring it back, open it and choose Actions → Include.

Settings: how card payments show up

Actions → Settings opens Daily sales settings. It has two parts: Sales basis and Credit card consolidation.

Sales basis sets how each sales category posts: Net sales (after discounts, the default) or Gross sales with discount lines (before discounts, with discounts on their own line). Saving a change rebuilds every unapproved day at that location. Approved days keep what they posted.

Credit card consolidation: by default, Visa, Mastercard, AMEX, Discover and other cards are combined into one Credit Card Payments line.

Turn a brand off to give it its own line. That’s handy when your processor deposits it separately (AMEX often does), so each line matches a deposit in your bank.

Tips and common questions

Do I need to approve every day?

Yes. Each day is its own journal entry, so each one needs a sign-off. Many operators do it every morning for the day before. Others review the whole week in one sitting. Either works, as long as nothing piles up before month-end.

Can I approve a whole week at once?

No. Days are approved one at a time.

A new category showed up with no GL account.

That happens when something new is added in your POS (a new menu category or fee type). Pick a GL account once and DishBooks remembers it from then on.

I approved a day too soon.

No problem. Click Actions → Unapprove, make your fix, and approve again.

I don’t use Toast.

Days on this report are built from Toast, so without it there’s nothing to open here. Record each day’s sales as a journal entry instead. If you use MarginEdge, it can send daily sales as journal entries too. See Connect MarginEdge.

Who can approve?

Anyone whose role has Approve on Daily Sales Report. You can give managers View so they can see sales without approving. See Set up roles.

What’s next

With your daily sales approved, your P&LP&LProfit and loss statement. Shows your sales, costs and profit for a period. stays current all month long. Next, get your bank transactions flowing in so you can match those card deposits.