How to do the daily reports for HCSC

How to do the daily reports for HCSC

In this article, we will outline the steps needed to complete the daily sales reports for HCSC.
Currently, there are six HCSC locations as shown below:

Cafe Number
Cafe Location
Cafe 41
Chicago, IL
Cafe 406
Helena, Montana
Cafe 300
Chicago, IL
Cafe 322
Abilene, TX
Cafe Bleu
Richardson, TX
Starbucks
Chicago, IL

Section 1: Gratis Report Numbers


Step 1: In TCPOS Admin for HCSC, go to the Bookkeeping tab and select Transactions Control
Step 2: Under the Main Data tab, set the Trans date and Search to date for the day you are running the report, then select the Shop. This will need to be run for each shop, so start with Cafe 406 for now and we will run it again for each cafe location.
Step 3: Set the Total Amount to -$90.00 and Search to Amount to-$0.01 (these are intentionally negative numbers).
Step 4: On the Payments tab, set the payment type as Prepayment Card. Example image below:
Payments tab

Step 5: Click Search. The result we are looking for is on the left hand side, in between the list of transactions and the search parameters area, shown in the image below circled in red.
Gratis Results
Step 6: Write down this negative amount and keep it aside. We will need it much later in the report
Repeat steps 1-6 for each HCSC location.

SECTION 2: Starbucks Report

Step 1: In TCPOS Admin for HCSC, go to the Reports tab and select Financial Overview USA. If your Admin window is smaller, sometimes this report will be hidden in a sub-menu under Bookkeeping, like the image below:


Step 2: In the report dialog, set the Date to / Date from dates to the day you are running the report for, then select Starbucks as the shop. Leave the default settings for everything else, then click Start Report.


Step 3: When the report loads, click on the export document button and choose PDF File. You can also access this by choosing File at the top right, then Export Document...
Leave the defaults for the PDF export and simply click OK. This file should be saved to our shared OneDrive, in the directory Client Folders\HCSC\Daily Reports\Starbucks Illinois\<YEAR>\<MONTH>\<DATE>.pdf



Step 4: Email this PDF to the HCSC Starbucks distribution list. If you have the support@systopiainternational.com account, you can start a new email and in the To... area, just start typing HCSC and choose the Starbucks option. That is a distribution list which contains the required email addresses.
If you need to send the emails manually, the individual addresses for each distribution list are listed in an appendix at the bottom of this help document. Generally, we want to avoid emailing the reports from an address other than support@systopiainternational.com. If you do not have this inbox in outlook, you can work around it by creating a new ticket in Zoho Desk, filling in the required email addresses, and attaching the PDF file to the ticket - that will send from the support@systopia address.



SECTION 3: Cafe Reports

Step 1: Open Onedrive, and go to "Client Folders\HCSC - Blue Cross\Daily Reports\Cafe #\YEAR\MONTH\" and open the newest report excel file. This file contains the information for the current week. It's worth noting that the HCSC Report Week ends on Thursdays. If your excel has a yellow bar across the screen just above the Formula Bar, be sure to click on "Edit Workbook," otherwise your changes will not automatically save to Onedrive. Just as an example, here's what the report should look like when opened:
This is a completed report, as each day's column has values already filled in

Step 2: Back in TCPOS Admin, open the Financial Overview USA report. Set the date






HCSC Reports Info

Cafe 41, 406, 300, 322, Bleu, (and starbucks)

FOR OTHER CAFES:
Go to Client Folders\HCSC\Daily Reports\Cafe #\
find last report for given cafe and open it - it's an excel file
back in TCPOS, in Financial Overview USA, set date
choose calendar date, set time midnight to 10:45am for breakfast
unselect everything except Cash, Credit, Net Till Turnover bottom left
bottom right, only need Customer Card Report and Prepayment Report
Group report section, group 599 and 899 selected
select shop "cafe 41" etc
Start report
Fill out information from report view into daily report excel file we opened previously
Loyalty gross amount -> line 12
breakfast customer number -> L16
turnover goes to rev gross -> L11

Same steps for lunch, except time is 10:46 to 23:59 for the date
same settings
start report, fill out on report
loyalty gross amount -> line 18,
customer count # of transactions -> line 23
turnover is lunch revenue gross -> line 17

FULL DAY REPORT:
in report, choose bookeeping date (no longer calendar date)
select following options:
left: till report, cash, credit, cheque, vouchers, do not check causals, net till
right: customer cards, prepayments, discounts
groups: 599 & 899
select cafe you want to pull report for

total, add cash total and prepayments, goes to line 31
credit cards, add total and prepayment, goes to credit card section based on card type, lines 34, 35, 36, 38 (leave 37 alone)

VOUCHER SECTION:
flik bux and tips most common
gold card, neo, etc also in this area

CUSTOMER CARDS:
gratis goes on line 28, as a positive number
prepayment total in customer column, add gratis, goes to line 40
subsidies total goes to emp meals line 19

PREPAYMENT SECTION:
totals line 27, e-cash loads

TAX:
transaction tax amount totals goes to sales tax line 24

DISCOUNTS: (big grey section on report)
total discounts goes to corresponding line in the spreadsheet area (Ex. 50% total goes to 50% discount line, 25% to 25% discount line, etc)

Line 48 should be a dash. If something is not balanced, it will show a number.
Offline credit cards end up in "checks/cheques" area. Go to credit call, custom query (refunded transactions, enter date, unchecke scope except cafe it is for), find credit card type - obey positive and negatives, positive is catering order, negative is a refund.

Save the daily reports excel file and email it to the corresponding HCSC distribution group from support
HCSC Cafe 41 and 300 go to same group, "HCSC Chicago"
HCSC Abilene is Cafe 322
HCSC Bleu
HCSC Starbucks
HCSC Montana is Cafe 406

Cafe 300 has an additional step:
Foodworks category -> goes on last line