Revenue is not showing up in the "Daily Cash Report": how to check financial analysis categories

How to check financial analysis categories in Torgsoft?

In Torgsoft, product sales and money movement are related to each other but are recorded separately. After a sale, the program records the sale of the product, and when payment is made, it creates a financial document and assigns the received money to the corresponding financial analysis category. For a regular sale, the key category «Sales Revenue» is used. If there are sales during the day, the goods have been deducted from stock, the money has actually been received at the cash desk, but the revenue in the «Daily Cash Desk Report» is zero or lower than expected, you need to check the financial documents, cash desk, date, and financial analysis category linked to the payment.

How is revenue calculated in Torgsoft?

To correctly identify the cause of a discrepancy, you need to distinguish between three components of accounting:

• the sale records the sale of the product;

• the financial document records the movement of money;

• the financial analysis category determines the purpose of this movement.

For money received from the sale of goods, Torgsoft uses the key category «Sales Revenue».

The process is as follows:

What does the «Daily Cash Desk Report» show?

The «Daily Cash Desk Report» shows the movement of money for a specific cash desk and date. It displays receipts, expenses, cash balance, and revenue indicators.

When calculating the «Daily Revenue» indicator, Torgsoft analyzes financial documents linked to the corresponding system financial analysis categories.

Therefore, the total sales amount and the daily revenue amount do not always have to be the same.

For example, a product may be:

• sold on credit;

• partially paid;

• paid later;

• returned;

• paid for with a gift certificate;

• processed through another cash desk or bank account.

In this case, the product and financial reports show different aspects of the same transaction.

Typical situation: there is a sale, but the revenue is missing from the report

Suppose a store sold goods worth UAH 20,000 during the day.

All sales are visible in the sales mode. Product balances have decreased correctly. The cashier has actually received the money.

However, the «Daily Cash Desk Report» shows: Daily Revenue — UAH 0. Or:

• sales — UAH 20,000;

• revenue in the report — UAH 14,500;

• difference — UAH 5,500.

In this situation, you should not immediately change the settings or create additional cash documents. First, you need to find one specific transaction that was not included in the report.

Select one sale that should be included in the revenue.

For example:

• date — September 2;

• amount — UAH 850;

• cash desk — «Store Cash Desk»;

• payment method — cash.

Open: Payment → Financial Document.

For cash transactions, use the «Cash Desk» tab; for non-cash transactions, use the «Bank Account» tab.

Find the document by:

• date;

• amount;

• cash desk or account;

• company;

• counterparty, if specified.

Then check the financial analysis category field.

If there is no financial document

In this case, the reason for the missing revenue is not the financial analysis category.

The sale exists, but the movement of money was not properly recorded in Torgsoft.

You need to check:

• whether the sale was paid;

• whether it remained unpaid;

• whether the payment was canceled;

• whether the money was processed through another cash desk or account.

Creating or changing the «Sales Revenue» category will not restore the financial document.

If the financial document exists

Check:

• the amount;

• the date;

• the cash desk;

• the company;

• the financial analysis category.

If the amount and cash desk are correct, but the document is linked to the wrong category, you need to check the financial analysis settings.

Open: Settings → Parameters → Financial Analysis. Find the «Sales Revenue» field.

It specifies the particular financial analysis category that Torgsoft uses for money received from sales.

This particular link is important for the program.

The category name itself guarantees nothing. The database may contain two categories with the same or very similar names, but Torgsoft will treat them as two different records.

For example, the reference list may still contain:

• the current «Sales Revenue» category;

• an old category with a similar purpose;

• a manually created copy.

For Torgsoft, the key category is the one selected in the parameters.

Open: Payment → Balance by Financial Analysis Categories.

Specify a sufficiently long period, especially if the database has been used for several years.

Use the «Edit» button to open the financial analysis category reference list.

Check whether there are:

• two sales revenue categories;

• an old category with the same purpose;

• an accidentally created copy;

• a category that is no longer used but still has historical documents.

Keep in mind that the balance for a specific period may show only the categories for which there was money movement during that period.

If the old category is not displayed for the current day, check a longer period.

Return to: Payment → Financial Document. Set the required day or period. First, filter the documents by the current «Sales Revenue» category. Then check the documents under the suspected old category.

For example:

If the actual sales amount is also UAH 20,000, the cause of the discrepancy has been found.

The money is already recorded in Torgsoft. Some of the financial documents are simply assigned to another category.

In this case, you do not need to:

• process the sales again;

• create a cash deposit;

• create a new cash order for UAH 5,500;

• manually increase the cash desk balance.

This will create additional money movement and make the accounting even more complicated.

You should not automatically transfer all documents from the old category to «Sales Revenue».

Check them first.

The old category may contain:

• sales;

• other receipts;

• manual financial documents;

• old transactions created under another accounting scheme.

If the category is changed in bulk without checking, money that is not related to sales may be included in the revenue indicator.

The correct criterion is simple: only financial documents that actually correspond to money received from the sale of goods should be assigned to «Sales Revenue».

How to change the financial analysis category of a financial document?

For individual documents, checking and adjustment are performed through: Payment → Financial Document. Find the required document and open it for editing.

The ability to make changes depends on:

• the document type;

• its link to the sale;

• the status of the cash day;

• the user’s permissions.

For cash documents, the corresponding cash day must be available for editing. If the document is linked to a sale payment, simple manual editing may be unavailable or may require adjusting the payment itself. Therefore, before making changes, you need to check the document’s link to the sale.

If there are many incorrect documents

If the problem concerns one or several documents from the current day, they can be checked one by one in the program.

If the old category contains hundreds or thousands of financial documents accumulated over several years, you should not manually change each record or attempt to modify the database in bulk using third-party tools.

In this situation, it is advisable to contact Torgsoft technical support.

A specialist will be able to:

1. determine which documents are linked to the old category;

2. check their type;

3. separate sales revenue from other transactions;

4. determine a safe way to make corrections;

5. check the results after the changes.

Bulk editing of links without verification may change the financial history for a long period.

After editing financial documents for previous dates, you need to update the cash desk totals.

Open: Payment → Cash Desk Totals.

Select:

• the required cash desk;

• the date or period.

Then run «Recalculate Cash Day».

Torgsoft will recalculate:

• the opening cash balance;

• receipts;

• expenses;

• the closing cash balance.

After recalculation, generate the «Daily Cash Desk Report» again.

If you changed an old financial document, you should also check the following cash days because the balance from one day carries over to the next.

Why should you not simply delete the old category?

If Torgsoft does not allow you to delete a financial analysis category, this usually means that it is still being used.

It may be linked to:

• financial documents;

• historical transactions;

• system settings.

Therefore, the correct procedure is:

1. identify the current key category;

2. find the documents linked to the old category;

3. check the purpose of each document type;

4. correct only those records that should be linked to another category;

5. check the reports;

6. make sure the old category is no longer used;

7. only then decide whether it should be deleted.

The purpose of such an adjustment is to ensure correct financial links. Deleting an unnecessary category name from the reference list does not affect reporting if the documents are already configured correctly.

If the revenue in the report is zero

Check the data in the following sequence.

1. Are there any sales?

Open the sales for that day. If there are no sales, the reason is obvious.

2. Have the sales been paid?

Find the corresponding financial documents. If they are missing, you need to check how the payment was processed.

3. Is the date correct?

The financial document may have been posted with a different date.

4. Is the cash desk correct?

If the money was processed through another cash desk, it will not be displayed in the report for the selected cash desk.

5. Is the company correct?

When working with several Sole Proprietorships or LLCs, the document may belong to another company.

6. Which financial analysis category is used?

Check the category of the specific document.

7. Which category is set as the key one?

Open: Settings → Parameters → Financial Analysis → Sales Revenue.

8. Is there a second category?

Check financial documents under other similar categories.

9. Has the cash day been recalculated?

After historical changes, update the cash desk totals.

If only part of the revenue is missing from the report

In this case, it is more convenient to search for the difference rather than all transactions.

For example:

• sales — UAH 31,800;

• revenue — UAH 27,300;

• difference — UAH 4,500.

Find sales totaling approximately this amount.

Then, for each one, check: Sale → Payment → Financial Document → Cash Desk → Analysis Category. If documents totaling UAH 4,500 are found under another category, there is no need to check the entire UAH 31,800.

Can identical category names be misleading?

Yes. The database may contain two different records with the same visible name: «Sales Revenue» and «Sales Revenue».

They look identical to the user. For Torgsoft, however, they are different records with different internal links.

Therefore, renaming the categories does not solve the problem.

You need to check:

• which category is assigned as the key one;

• which category the financial documents are linked to.

Gift certificates and revenue

Torgsoft uses a separate key financial analysis category for gift certificates.

When calculating certain revenue indicators, the program may take into account not only documents under the «Sales Revenue» category but also transactions under the system category «Gift Certificate».

Therefore, you should not manually reassign a certificate sale to «Sales Revenue» solely to change the indicator in the report.

First, you need to check how the certificate is configured and processed.

Why can the «Daily Cash Desk Report» differ from the pECR Z-report?

These reports are generated from different data. The pECR Z-report shows fiscal transactions for the registered shift. The Daily Cash Desk Report works with Torgsoft financial documents.

Therefore, if there is a discrepancy, you need to separately check:

• the date;

• the company;

• the cash desk;

• the payment type;

• the financial document;

• the fiscal receipt.

For example, the buyer may have paid by card, while in Torgsoft’s internal accounting the payment was posted to the cash desk. In this case, the reason lies in the payment type, while the «Sales Revenue» category may be configured correctly.

Why can the product report differ from the cash report?

The product report shows the movement of goods. The cash report shows the movement of money. These are different indicators.

For example, the store sold goods worth UAH 10,000, but:

• customers paid UAH 7,000 immediately;

• UAH 3,000 remained outstanding.

The product sales amount is UAH 10,000. The movement of received money is UAH 7,000. Such a difference is correct. You need to look for a problem when the money was actually received, the corresponding payment exists in Torgsoft, but it is not displayed where it should be.

Do user permissions affect the report?

Yes. If a user has restricted access to:

• cash desks;

• bank accounts;

• accounting centers;

• companies,

they may see only the part of the information available to them in the reports.

Therefore, if the owner sees the correct revenue while the salesperson sees a lower amount, you should first check the permissions of their role. This does not necessarily mean there is a problem with the financial documents.

How to safely remove an old financial analysis category?

If there really is an unnecessary category left in the database:

1. Check the key «Sales Revenue» category in the parameters.

2. Find the documents linked to the old category.

3. Check their contents.

4. Correct the incorrect links.

5. Recalculate the cash days after changes to past periods.

6. Generate the reports again.

7. Make sure the old category is no longer being used.

8. Then delete it if it is truly no longer needed.

Quick algorithm for finding the cause

If the expected revenue is missing from the «Daily Cash Desk Report»:

1. Find the specific sale.

2. Find its payment.

3. Check the financial document.

4. Check the date.

5. Check the cash desk or bank account.

6. Check the company.

7. Check the financial analysis category.

8. Check the key «Sales Revenue» category in the parameters.

9. Find any possible old or duplicate categories.

10. Do not create additional money movement if the required payment already exists.

11. After correcting past documents, recalculate the cash day.

12. Generate the report again.

If the sale has been processed correctly, the most important thing is to trace the full financial chain: where the payment was recorded, through which cash desk or account it passed, and which financial analysis category Torgsoft assigned it to. These details determine how the transaction appears in financial reports.