Reports do not match (long report, short report, Report Z, Admin Panel, Invu Report) - how to find the order causing the difference

Applies to Invu POS 6.10.6, the Admin Panel (Reports 2.1) and Invu Report. Labels are shown as they appear when the POS and the panel are in English. To use the panel reports, see "How to find and use the reports in the Admin Panel". For the POS close, see "Close the register and print the long report (shift close) on the POS".

Most important:

• Almost always, "the long report does not match the Z" because they do not cover the same thing: one register or all, one shift or the whole day, one business day or another range.
• The POS calculates with the data on the device. The panel, the panel's Report Z, Invu Report and the daily email use the data on the server. An order that was not uploaded only shows on the POS.
• Always compare the same line: sales with sales, collections by payment method with collections, and tips separately.

1. What each report includes

In the Short Report, each employee's collections go to the first employee of the order (who opened it), not to who charged it.

2. The most common differences

• Current Cashier vs. All Cashiers. Current Cashier only counts orders closed on that register. If a waiter charged on another register, that sale shows there.
• "The shift report shows zero". A shift close was already done (maybe on another device, or by the automatic close) and nothing was closed since. Use All day to see the whole day; earlier closes are in Long Report Logs in the panel.
• Business day. The day ends at the Business Closing Time? setting (in the panel, Settings > System > Settings > Schedule). An order closed after that time counts for the next day. In the panel, leave the start and end time empty to use that same day.
• Orders not uploaded. If a device was offline, its orders show in its long report but not yet in the panel or Invu Report.
• Credit notes. They subtract in every report. In the panel's order list they show as negative. See "Issue a credit note (refund) for a closed sale".
• Gift cards, certificates and deposits. They do not add to the long report subtotal or taxes. Their payments show separately, under Payments Gift, deposits and others. That is why collections can be higher than sales.
• Tips and service. They are separate from sales. Comparing a total "with tips" against one without tips never matches.
• Changes made in the panel. Changing a payment method, or closing or deleting an order from the panel changes the panel, not the report you already printed.

3. Step by step: find the order causing the difference

1. Match the scope. On the POS, print the Long Report with All day and All Cashiers (no shift close). In the panel, open Report Z for that day with no times.
2. Compare the number of orders. Total Orders on the long report against # Orders on Report Z, and the credit notes too.
   • If the count differs, an order is missing on one side. Go to section 4.
   • If the count is the same but the amount is not, some order changed (payment, discount, credit note). Go to step 3.
3. Narrow it down by register. In the panel, open By Register (Total Sales). On the POS, print the long report for each register with Current Cashier and All day. Keep the register that does not match.
4. Narrow it down by payment method. Compare cash, cards and the other payments on that register. This tells you whether the difference is in a payment or in the sale.
5. Find the order. In the panel, open Closed Orders (Sales) for the same day and export to Excel. Check the Close Date, Total and Tax columns. Compare it with the Closed list on the POS.
6. See what happened to it. In the panel, the Order Logs tab (or the Order Activity Log report) shows changed payments, discounts, removed items and who did it.

4. An order is missing from the report or the panel (sync)

1. On the POS, open the order in Closed and tap its header. If Saved in Invu says No, it has not reached the server yet.
2. Check that the device has internet and the cloud is white. Wait a few minutes.
3. Print the Long Report or the Short Report. Before building it, the POS uploads the missing closed orders (Recovering closed orders). Wait for Orders synchronized.
4. Check the close date: if it was closed after the Business Closing Time?, it belongs to the next day.
5. If an order shows open in the panel (Open Orders) but was already charged on the POS, do the same: the close has not been uploaded yet.

Do not uninstall the app or clear its data: anything not uploaded is lost. See "Invu POS froze, hangs, went blank or will not open - what to do without losing orders".

5. The ITBMS (tax) does not match in the reports

• Tax is calculated item by item, with the tax assigned to each item. If an item has the wrong tax (or was left without tax by mistake), every report shows it that way. See "Menu items - create them, change prices and taxes, and see them on the POS".
• Rounding: on the long report, Taxes adds the rounded tax of each order, and the Subcategories section rounds each item. They can differ by a few cents.
• In the panel, the Taxes report (Taxes section) shows one row per rate. Orders with the Exento (exempt) discount show in a row named Exento. Credit notes subtract, and their tax also shows in Credit Note Taxes. Gift card sales do not count.
• Discounts change the tax base. A sales-by-category report without tax cannot be compared directly with the tax report.
• If a register has tax collection turned off, its orders come out with no tax.

6. When to contact support

Contact us if you followed section 3 and the difference remains, or if an order with Saved in Invu: No does not upload after an hour with internet. Send:

• the date and the branch;
• the photo of the long report (say whether it was All day, Current Cashier or All Cashiers) and a screenshot of the panel report with its dates;
• the number of the order causing the difference, if you found it;
• the POS version (tap the Invu logo once).