Batch reports

Summary of report

Shows Cash and Cheque Tender values for Bank Total by Register.

Requires that Batch Entry information for range of batches be completed.

Detail only appear if the reconciliation of batches has been done at Batch Entry.

Use for: Check Banking Details against Actual Bank.

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Closed Date	The date the register batch was closed	Y
Register	The register this batch was from
Batch Number	The batch created at the register (Batch Number)
Cash	The value of the tender “cash” for the Batch
Cheque	The value for the tender “cheque” for the Batch
Total Bank	Sum of the value of Cash and value of Cheque tenders

Summary of report

Displays all the details included in a “batch” at the register.

Displays for all batches.

Use for:

• To monitor over/shorts recorded when closing batches.

• To monitor number of batches created in a day.

• To monitor type of transactions prevalent a specific register.

• To monitor traffic at specific registers.

• To monitor paid outs / drops / no sales / aborted transactions / discounts given.

• To monitor transaction types generally at registers (laybys, account sales, account payments).

• To monitor returns thought the registers.

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Batch Date	The date the register batch was closed (can be Open or Closed date)	Y
Register	The register this batch was from	Y
Batch	The batch created at the register (Batch Number)
Sales Ex.	Sales for all tenders (including “by account”) ex GST recorded through the register (and, if this is the “auto-charge” register, including scripts charged direct to account for the Batch). This value has not had "returns” deducted
Returns	Value of returns done at the register for the Batch
Tax	Value of GST collected (This will include GST from Dr Bag, <alt><G> and <?> dispensing)
Acct Payments	Value of payments made to account through the register for the Batch. (does not include payments made through the back office)
Acct Sales	Reports the value of account sales (included in Sales ex)
Over/Short	Value for the batch that the “actual” tender received differed from the “expected” total tender
Total Sales	[Sales Ex – returns + Tax]... where Sales ex includes account sales
Layby Payments	Value of Payments made against open laybys in this Batch		Y
Deposits Recd.	Value of deposits taken in this batch		Y
Paid Out	Value of Paid Outs made at the register in this Batch		Y
Dropped	Value of monies removed from the register and recorded as ‘drops” at the register for this Batch		Y
Deposit Redeemed	Value of deposits paid back to customers in this Batch		Y
Customer Count	Number of transactions in the Batch		Y
Items Sold	Count of items included in all transactions within the Batch		Y
Layby Sales	Value of completed laybys in this Batch		Y
Discounts	Value of discounts applied in batch		Y
Cost of Goods	Value of the items sold (cost ex GST)		Y
Gov Recov	Estimated value of Govt recovery attributable to Scripts “sold”		Y
No Sales	Count of “No Sale” actions at the register in this Batch		Y
Aborted Transactions	Number of aborted transactions in the Batch		Y
Comments	Written comments added to the Batch entry screen when reconciling the Batch		Y
Script Qty Sold	Count of scripts sold in this batch via this register		Y
Script Value Sold	Value of prescription items sold in this batch via this register		Y
Difference	[Closing Total– Actual Total]		Y
Opening Total	Opening balance in the till (if wanting to record the float)		Y
Closing Total	Closing balance in the till		Y
Actual Total	(Opening Total - Closing Total)		Y

Column Calculation

Column heading	Calculation details
Difference	[Closing Total - Actual Total]
Total Sales	[Sales Ex – Returns + Tax] Where Sales ex includes account sales

Summary of report

Displays breakdown of batches by tender type for each register

Displays for all batches.

Use for

• To monitor tenders used by register.

• To be able to drill down to individual transactions by tender type.

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Closed Date	The date the register batch was closed	Y
Register	The register this batch was from	Y
Batch Number	The batch created at the register (Batch Number)	Y
Tender Type	Specifies the tender type (cash; cheque; by account; Eftpos etc) for this transaction in the batch
Tender total	Sum of all the amounts received through the register in this batch
% of tender Total	%age that the tender total for any tender type is of the total of all tenders for this Batch
Tender Count	Sum of transactions for the Tender Type

Summary of report

Displays tender information used by transaction, batch & register

Only displays data for Closed batches.

Use for:

• To monitor tender used for specific transactions.

• To track if accounts have been charged correctly (and scripts not send to the register).

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Batch Number	The batch created at the register (Batch Number)		Y
Register	The register this batch was from		Y
Tender Type	Specifies the tender type (cash; cheque; by account; Eftpos etc) for this transaction in the batch		Y
Tender Amount	Value of the transaction
Transaction Number	Identifier for specific transaction (Transaction Number)
Transaction Type	Identifies the transaction as a sale, payment etc.
Account Name	Identifier of specific account if included in transaction
Account Number	Identifier of specific account if included in transaction (Account Number)
CRN	Customer Reference Number

Summary of report

Displays summary of Batch Sales as Taxable or Non-Taxable Sales

Only displays data for Closed batches.

Use for:

• To monitor GST generated via the Dispensary.

• To monitor levels of Taxable/Non-Taxable sales over a time period.

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Batch Date	The date the register batch was closed (can be Open or Closed date)	Y
Register	The register this batch was from	Y
Batch Number	The batch created at the register (Batch Number)
Taxable Sales Ex	Sum of all sales exclusive of Tax
Tax	Value of GST collected
Taxable Sales Inc	Sum of all sales including tax
Non-Taxable Sales	Sum of all sales where tax is not included in the price
Total Sales Inc	Taxable sales Inc + Non-Taxable Sales
% Taxable Sales	(Taxable Sales Ex / Total Sales Ex) * 100
% Non-Taxable Sales	(Non-Taxable Sales/ Total Sales Ex) * 100
Dispensary GST	Value of GST attributable to Dispensed items		Y

Summary of report

Displays calculated measure of efficiency thought the registers

Only displays data for Closed batches.

• To monitor “basket" value (avg sales $ per transaction)

• To monitor “basket” profitability (average profit per transaction)

• To monitor number of lines sold per transaction

• To monitor %age of transaction which include script items

• To monitor %age script of total sales

• To monitor %age single item sales of all transactions

• To monitor average profit per item sold

• To monitor average sales $ per item

• To monitor average number of items per transaction

• To report all the above per individual cashier

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Batch Number	The batch created at the register (Batch Number)	Y
Closed Date	The date the register batch was closed	Y
Register	The register this batch was from	Y
Average Sales $ Per Trans ex	Sum of all Sales ex (excl Govt Recovery) / Transaction Count for Batch
Average Profit $ Per Trans ex	Sum of all Profit $ /Transaction Count for Batch
Avg Lines per Trans	Total lines sold in period/Transaction (customer) Count in period
%Customers with Rx	[ Customer (transaction) count where at least one Rx is included in the transaction in the period/ Total Customer (transaction) count in the period] * 100
Rx % of Total Sales	[ Script value $ sold (ex tax) in period/ total sales in period] * 100
% of Single Item Sales	(Transaction count where only one item is included in the transaction) / Total Transaction Count] * 100
Avg Items per Transaction	Total Items sold in period/ total transactions in period		Y
Avg $ Sale per Item	(Total sales $ ex tax)/ Total items sold in period		Y
Avg $ Profit per Item	(Total profit dollar in period)/Total items sold in the period		Y
Sales Ex.	Sales for all tenders (including “by account”) ex GST recorded through the register (and, if this is the “auto-charge” register, including scripts charged direct to account for the Batch).This value has not had "returns” deducted		Y
Net Taxable Sales	Sum of all taxable sales (ex tax)  in period		Y
Cashier	Cashier details		Y

Summary of report

Full details of transaction for any date range. Used to display drill down information from other batch reports

Only displays data for Closed batches.

• To tack transaction in dispute

• To provide transaction breakdown of cashier performance

• To monitor transactional details of customer accounts

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Transaction	Identifier for specific transaction (Transaction Number)	Y
Transaction Date	Time and date of the Transaction
Department	Department the item belongs to		Y
Category	Departmental Category the item belongs to		Y
Qty Sold	Count of items in a transaction
Cost Ex	Unit cost of the item in a transaction		Y
Ext Retail	(Unit retail price x Qty sold)
Gov Recov	Estimated value of Govt recovery attributable to Scripts “sold”
Tax	Value of GST collected
Profit	(Retail ex tax – Cost ex tax)
Sales Ex.	Sales for all tenders (including “by account”) ex GST recorded through the register (and, if this is the “auto-charge” register, including scripts charged direct to account for the Batch). This value has not had "returns” deducted
Item Comments	Comments added to an item when sold at the register		Y
Disc $	Value of Discount allowed per Item/Transaction
Reference #	A reference number which can be attributed to the transaction at the register		Y
Item Code	Item look-up code for item
Item Description	Detailed description of item		Y
Sale Description	Detailed description of item
Customer First Name	Customer First Name		Y
Customer Last Name	Customer Last Name		Y
Customer Full Name	Customer Full Name		Y
Cashier Full Name	Cashier Full Name		Y
Cashier First Name	Cashier First Name		Y
Cashier Last Name	Cashier Last Name		Y
Ext Cost ex	(Unit cost ex of an item x Qty Sold)
Script #	Script Number of script included in a Transaction		Y
Register	The register this batch was from		Y

Summary of report

Displays banking & tax information for each closed batch in a predetermined format

Used to display expected banking results in the event that the batch entry and end of day functions are not utilised

Will give estimate of tax and estimate of banking information based on sales data from a register

Use for

• Local expected tax collected for a given date range

• Local banking information for cash up purposes

• Basic information from registers that have been closed for a given period

Column Definitions

NIL

Column Calculation

Column Heading	Definition/Calculation
Total 1	Opening Total + Sales - Returns + Tax + Paid on Layby + Paid to Account + Deposit Made
Total 2	Paid out + Dropped + Layby Closed + Charged on Account + Deposit Redeemed + Closing Total
Over / Short	Total 1 – Total 2

Summary of report

Displays banking & tax information in a predetermined & summarised format

Used to display expected banking results in the event that the batch entry function are not utilised.

Will give estimate of tax and estimate of banking information based on sales data from a register

Use for:

• Local expected tax collected for a given date range.

• Local banking information for cash up purposes

• Basic information from registers that have been closed for a given period

• Tender Type Break down for a given date range.

Column Definitions

NIL

Column Calculation

Column Heading	Definition/Calculation
Total 1	Opening Total + Sales - Returns + Tax + Paid on Layby + Paid to Account + Deposit Made
Total 2	Paid out + Dropped + Layby Closed + Charged on Account + Deposit Redeemed + Closing Total
Over / Short	Total 1 – Total 2
Sales Ex GST Total	Sales - Returns
GST (Actual) Total	Tax
Total Sales Total	Sales + Tax - Returns

Example report with an explanation on how the totals are calculated is shown below. You can also download a copy from the Related Resources below.

Click the thumbnail below to enlarge the image.

Summary of report

Displays all the items dispense and charged directly to account

Only displays data for Closed batches.

• Shows the activity via the Auto charge register and the auto charge cashier

• Identifies those prescriptions charged directly to account (not via the registers)

Column Definitions

Column Heading	Definition/Calculation	Group by	Add from Column Chooser
Batch Date	The date the register batch was closed (can be Open or Closed date)	Y
Account #	Identifier of specific account if included in transaction (Account Number)
Account Name	Identifier of specific account if included in transaction
Transaction #	Identifier for specific transaction (Transaction Number)
Item Description	Detailed description of item
Item Qty	Count of items within the prescription
Sales Ex	Sales for all tenders (including “by account”) ex GST recorded through the register (and, if this is the “auto-charge” register, including scripts charged direct to account for the Batch). This value has not had "returns” deducted
Disc $	Value of Discount allowed per Item/Transaction
Script #	Script Number of script included in a Transaction
Batch Number	The batch created at the register (Batch Number)	Y
Gov Recov	Estimated value of Govt recovery attributable to Scripts “sold”		Y
Transaction Date	Time and date of the Transaction		Y
Account Type	Personal; TAC; Work Cover; Other		Y
CRN	Customer Reference Number
Item Code	Item look-up code for item