Reports in Kounta are available in the Back Office.
Back Office is accessible from any device, and does not require a register slot - so anyone can download the Kounta app (or access my.kounta.com on a browser) and check on the reports from anywhere in the world. There is no limitation to how many devices can access Back Office.
We have a large collection of reports available and this guide is designed to introduce a basic explanation of each one.
- An active Kounta subscription
- A Kounta login with an e-mail address and password
- A web browser that can reach my.kounta.com or a device that can download the Kounta app.
Export features are restricted to Windows or MacOS devices, Kounta is designed to run on the Chrome browser and we cannot guarantee functionality on other browsers.
- Common Features of each Report
- Sales Summary
- Sales Feed
- Sales By
- Hourly Sales
Common Features of each Report
On the top right corner of the page on most reports you will see a drop-down filter tool that can be used to change how the report brings its data to you (as well as change the date range)
If you are using a PC or Mac running Chrome (or Safari) you may also see a cloud icon with a down arrow - this can be used to export a 'CSV' file
The Dashboard is a live (within 10 minutes) report with a brief overview of where your Company is currently sitting. If you have multiple sites, all sites will be included initially unless you filter down to a specific Site.
This report will be inclusive of sales, refunds, adjustments, etc and is based on Calendar Date.
The Sales Summary is a live (within 10 minutes) report that will give you a total feed of sales, the default filter setting is Company Wide for the current Calendar Date.
This report *only* counts your sales in the form of gross output - it will not include refunds or returns.
The Sales Feed report is a raw export of your sales data - you can click the cloud icon to get a complete dump of your sales data and open it with Excel or some other spreadsheet software to be manipulated in any way needed.
This report is also live, please note it refreshes at an interval of every 10 minutes, so if you are checking at 2:06PM for example, the data is only current up to 2PM.
The Sales By report can be used to calculate not only average sale prices (useful if prices are variable based on promotions, discounts, etc) but can also use the average cost price from Purchase Orders over the last 30 days to give you profit levels as well.
There are optional filters within Sales By as well:
- By Product:
Will give you a full list of how many of each product you sold during the selected period.
- By Category:
Will give you a full list of sales based on each category of product you have. Products in more than one category are merged into a 'Products in Multiple Categories' field.
- By User:
Will provide a list of sales based on sales based on each Staff member.
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This report is also live to a 10 minute interval.
As the name implies this report is used to check your business performance on an hourly basis. There are several filters available here including a week-on-week option so you can compare periods.
You can generate the report based not only on sale amounts, but how many "sales" are actually made per hour as well as how many items are sold per hour - allowing for a fairly comprehensive report on how busy your business actually is and can plan staffing and other resources to suit.
This report operates off the Takings reports that are performed by your staff. Unlike the other reports it is not updated until these takings reports are done. Also unlike our other reports, the Reconciliation reporting periods are strictly point-to-point.
Depending on how you configure your takings reports (configured under 'Site Information') these reports will either be for your entire site, an individual register, or an individual staff member.
In the below image take note of the 'Report Number' (000011 and 000012) - in this example for whatever reason the takings were done on Tuesday 5th December at 2:41PM - the next report was not completed until 10:48AM on Friday.
This means that all sales done since Tuesday at 2:41PM will be part of the report submitted on Friday morning.
The reason this is important is because if you check the Sales reports in other sections of Back Office, they will have different figures here as they all operate off the calendar date - because all of Wednesday's and Thursday's sales will be in Friday's report.
The eye logo to the right hand side of each report allows you to inspect the sales, payments, and other information recorded during that particular reporting period to check this should you have concerns about these reports not matching your sales reporting.
The standard view just provides a list of each reconciliation report along with the Counted, Recorded, and Variance values.
Counted is the figure entered into the Takings report by your staff member at the time the takings report was run (in the event of using integrated payment systems like Mint Payments, Tyro or Commonwealth Bank Albert - the system will query the terminal and enter the figure automatically).
Recorded is the figure that Kounta believes should be the counted amount based on sales, money in-out and refunds during the recording period.
Variance is simply the difference between these two figures.
The most common reason a variance will come up is if staff count the day's takings unaware that a previous day's takings were not completed. Another common reason is cash mishandling or mishandling the float.
We highly recommend familiarising with the start of day and end of day takings process to fully understand these reports.
If you set up an accounting integration (such as MYOB, Xero, or Quickbooks Online) these reports are exported to your accounting package.
This report allows you to build a comparison report between two time periods.
Like the Hourly Report, you can compare the number of sales, the sales amount, as well as how many items are sold.
The Taxes report will provide a simple breakdown on your taxable amounts based on your sales. The figures are typically rounded off to the nearest 2 decimal places.
The audit report is used to track refunds, returns, and adjustments.
These are tracked by staff member so that if excessive amounts are recorded this can be followed up with the individual responsible.
If you have the Inventory add-on enabled, the Stock report will give you a live count of all stock currently on hand. (Subject to an approximately 10 minute delay).
If you have the Time & Attendance add-on enabled, this report will provide simple data based on when a user logs in or off from Kounta on a day to day basis.
If more advanced functions are required, we recommend using the Deputy or Tanda integrations.
If you have the Wastage add-on enabled, this report will provide a complete detail of all products that were entered as wastage - in a similar fashion to the Audit report.
Available if you enable the Inventory add-on, the Purchases report will provide data on products that you have received via the Purchase Order system. (The filtering system also allows you to check purchase orders still in draft status).
We hope this simple walkthrough provides a basic understanding of our reporting system - let us know if you have any further questions by using our in-app chat system or contacting our support desk.