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Sales Report: Numbering check

Every receipt number series, by POS and month, read back for its gaps. The range, how many, None missing or what is, the jumps explained with their reasons, numbers on their way from a POS, the payment receipt, deposit and deposit refund series, and the bills voided under the old rule.

Who uses it:OwnerManagerWhere:Back office
On this page

A bill gets its official receipt number only when it is paid, so the receipt numbers run on with no hole. The Numbering check reads every series back and says, month by month, whether a number is missing. Use it before a tax audit, and before the monthly e-invoice, to show that every number is there or explained.

What it checks

  • Each series of each month at each outlet. Each POS numbers its own receipts (for example HQ-T01-2610- for POS T01 in October 2026), and a monthly series starts again at 1. A POS's Pay later invoices (INV-) are a series of their own.
  • The receipt numbers of the days chosen, by the business day each number was given. Refunds have their own numbers and are not in the receipt series.
  • A number is missing only when no bill of that series carries it and nothing explains it.
  • Explained jumps are not missing: a next number set by hand, a POS recovered from a damaged database, or a number renumbered, each with its reason.
  • Numbers on their way are not missing: a POS tells the cloud the last number it gave; numbers it has given but not sent yet are listed as not received yet.

Before you start

  • You need Sales Reports in your back office access group.
  • An outlet still numbering its bills the old way (a number when the bill is opened) has no series here, only its old-rule voids.

Open the Numbering check

  1. In the menu, under REPORTS, click Sales Report, then Numbering check.
  2. Choose the outlet and the days. For a month's check, type its first and last day. See The controls every report shares.

The report, part by part

The Numbering check for October: three POS series and one invoice series, the account series, and the old rule's voids.
  1. Numbering check: under REPORTS, in the Sales Report row.
  2. Receipt series and its line: how many series and receipts, how many are missing, explained, not received yet, and voided under the old rule.
  3. Export CSV: saves the series as numbering-check- and the days, such as numbering-check-2026-10-01-to-2026-10-31.csv. It is the file for your accountant and for the monthly e-invoice.
  4. Series: who numbers it, POS T01, or Outlet (cloud / old way) for numbers the cloud gave; Invoices (INV) — Pay later for a Pay later series; and the number's fixed part, such as HQ-T01-2610-.
  5. Range: the first and the last number of the month. A bill renumbered after the month turned keeps the day of its sale; it is shown under the range on its own, such as 000150 renumbered on 2026-11-05, sale of 2026-10-31.
  6. Missing: None missing, or how many and which, such as 2 missing: 000041–000042. Under it, when there are any: Issued, not received yet: (given by the POS, not sent yet) and On two bills: (one number on two bills).
  7. Explained: the jumps that are not missing, each with its reason and who wrote it: Set by hand, Recovered or Renumbered, such as Recovered 000060–000065: POS restored from backup (Siti). — when there are none.
  8. State: Complete (green), Waiting for the POS (amber: numbers are on their way), Missing numbers or Duplicates (red).
  9. Payment receipts, deposits and deposit refunds: the same check for Payment receipts (PR) (a Pay later debt paid), Deposits (DP) and Deposit refunds (DR), which the cloud numbers for the outlet. Its columns: Month, Kind, Series, Range, Numbers, Missing and Explained.
  10. Voided under the old rule: bills that were numbered when opened, the old way, then voided. They are the gaps the old numbering left, each with the Reason given at the till, the POS, who voided it (By) and its Total.

With All outlets and several outlets, each table has an Outlet column first. The CSVs: numbering-check-…csv, account-series-…csv and old-rule-voids-…csv, with the same rows and, for the series, the POS, the first and last numbers, the missing and explained counts, the numbers not yet received, the duplicates and the out-of-sequence numbers.

Check a month before the e-invoice

  1. Choose the outlet, or All outlets.
  2. Type the month's first day in From and its last day in to.
  3. Look at State. Every row should be Complete.
  4. A Waiting for the POS row: switch that POS on and let it reach the cloud, then read the report again.
  5. A Missing numbers row: find out on that POS what happened to those numbers, and keep a note of it for your accountant.
  6. Click Export CSV and give the file to your accountant.

What if…