How to fill in this sales report
- 1Store name
e.g. Golden Crust Bakeshop - 2Store address
e.g. 14 Mabini St., Brgy. Poblacion, Lipa City, Batangas - 3Date
e.g. November 12, 2026 - 4Cashier
e.g. Maricel D. Aquino - 5Item 1 sold
e.g. Pandesal - 6Item 1 quantity sold
e.g. 1,200
How the over or short is worked out
Net sales are the items sold less discounts and returns. Take away what was paid by GCash or Maya, by card and on charge, and what is left is the cash that should have come in. Add the change fund you started with and take away the paid-outs from the drawer: that is the cash expected.
Count the drawer by denomination. The cash counted less the cash expected is the over (more cash than expected) or the short (less). The paper works it out; it cannot be typed over.
Closing the drawer the right way
A few habits make shortages rare and easy to trace.
- Count the change fund at the start of the shift, with the incoming cashier.
- Get a voucher or receipt for every paid-out, and staple them to this report.
- Match the GCash or Maya total with the app's transaction history, and card sales with the terminal's settlement slip.
- Count the cash with a witness, sign together, and keep the report with the day's Z-reading.
Questions people ask
What do I do with an over or a short?
Write the reason on the report if it is known (a wrong change, a missed GCash entry) and have the cashier and the checker sign. Many stores keep overs in a separate envelope and track shorts per cashier. Deducting a shortage from wages needs the employee's written consent or a fair investigation under the Labor Code — check before you deduct.
Where do senior citizen and PWD discounts go?
In the discounts and returns line under the items. Keep the discount log with the ID numbers that the law asks you to record.
Is this sales report a BIR report?
No. It is your store's own record for the owner and the bookkeeper. The BIR looks at your registered sales invoices or your POS/cash register's Z-reading and your books of accounts. Keep this report with the day's Z-reading so the two can be checked against each other.
Can I keep my store's details for tomorrow's report?
Yes. Save the report to My Desk; next time open it, change the date and the figures, and download. Saved papers are encrypted — we never read them.
This page explains common practice and is not legal advice. Offices set their own rules — when in doubt, call ahead or ask your notary or lawyer.