Z-Reports
A Z-Report is the end-of-session summary generated when a cash drawer is closed. It provides a complete snapshot of everything that happened during the session: every sale, every payment method, every cash drop and payout, and the final over/under calculation.
Z-Reports are the foundation of daily cash reconciliation and are used by managers, admins, and accountants to verify that the register balanced correctly.
When Is a Z-Report Generated?
A Z-Report is generated automatically every time a cash drawer session is closed. You do not create it manually -- it is a byproduct of the closing process.
The report covers the entire session from the moment the drawer was opened to the moment it was closed.
Each cash drawer session produces exactly one Z-Report. If your store uses takeovers at shift changes, each takeover closes the current session (generating its Z-Report) and opens a new one. This means each shift gets its own Z-Report with its own cash reconciliation.
What Does a Z-Report Contain?
The Z-Report is divided into several sections. Here is what each one covers.
Session Information
Basic details about the session:
| Field | Description |
|---|---|
| Register | The name/number of the register this session was on |
| Opened By | The manager who opened the session |
| Opened At | Date and time the session started |
| Closed By | The manager who closed the session |
| Closed At | Date and time the session ended |
| Duration | Total time the session was open |
Sales Summary
An overview of all sales activity during the session:
| Field | Description |
|---|---|
| Total Sales | Number of completed sale transactions |
| Gross Sales | Total revenue before tax |
| Tax Collected | Total tax amount (broken down by tax type if split tax is enabled) |
| Net Sales | Total revenue including tax |
| Average Sale | Net sales divided by number of transactions |
| Items Sold | Total number of line items across all sales |
Voided sales are listed separately and are not included in the sales summary totals. They appear in their own section so you can see what was voided and why.
Payment Methods Breakdown
A breakdown of how customers paid, organized by payment type:
| Payment Method | Count | Total |
|---|---|---|
| Cash | Number of cash transactions | Total cash received |
| Debit | Number of debit transactions | Total debit amount |
| E-Transfer | Number of e-transfer transactions | Total e-transfer amount |
| Split | Number of split transactions | Total split amount (with portions by method) |
| Store Credit | Number of store credit transactions | Total store credit redeemed |
Cash Reconciliation
The critical section for verifying drawer accuracy:
| Field | Description |
|---|---|
| Starting Float | The amount placed in the drawer at opening |
| Cash Sales | Total cash received from sales |
| Change Given | Total change given back to customers |
| Cash Drops | Total cash removed to safe (mid-shift) |
| Payouts | Total cash paid out (lottery, vendor refund, petty cash) |
| Expected Cash | Float + Cash Sales - Change Given - Cash Drops - Payouts |
| Actual Cash | The amount counted at closing |
| Over/Under | Actual minus Expected (positive = over, negative = under) |
This is the formula used:
Expected Cash = Starting Float + Cash Sales - Change Given - Cash Drops - Payouts
Over/Under = Actual Cash - Expected Cash
Cash Drops Detail
A list of every cash drop recorded during the session:
| Time | Amount | Performed By | Note |
|---|---|---|---|
| Timestamp of each drop | Amount removed | Manager who did it | Any notes entered |
Payouts Detail
A list of every payout recorded during the session:
| Time | Amount | Authorized By | Reason | Note |
|---|---|---|---|---|
| Timestamp of each payout | Amount paid out | Manager who authorized it | Lottery Payout, Vendor Refund, Petty Cash, or Other | Any notes entered |
Returns and Voids
A summary of returns and voided transactions:
| Field | Description |
|---|---|
| Returns | Number of return transactions and total refunded amount |
| Voids | Number of voided sales and their original amounts |
Printing a Z-Report
Automatic Printing
When configured, the Z-Report prints automatically on the receipt printer when the drawer is closed. This is the default behavior if a receipt printer is connected.
Reviewing a Z-Report Later
Z-Report information is displayed when you close a cash drawer session. To review a Z-Report later, view the session details in the admin panel under Cash Drawers in the top navigation bar. View the session detail page for the complete session summary.
Reviewing Z-Reports in the Admin Panel
AdminThe admin panel provides a comprehensive view of all Z-Reports across all registers:
- Navigate to Cash Drawers in the top navigation bar (or Reports > End of Day Report).
- Use the date range filters to find sessions from specific days.
- Click on any session to view its full Z-Report.
Filtering and Searching
You can filter Z-Reports by:
- Date range -- Find sessions from a specific day, week, or custom range.
- Register -- View reports for a specific register only.
- Manager -- See sessions opened or closed by a specific manager.
- Status -- Filter by open or closed sessions.
Exporting
Z-Report data can be reviewed on screen in the session detail page within the admin panel.
Reading the Over/Under
The over/under result is the most important number on the Z-Report for daily cash management. Here is how to interpret it:
Balanced ($0.00)
The count matches exactly. The drawer is perfectly reconciled. This is the ideal outcome.
Over (positive amount)
There is more cash than expected. Common causes:
- A customer was accidentally given less change than owed.
- A cash sale was entered for less than the actual amount paid.
- The starting float was higher than what was entered.
Small overages (under $5) are common and usually not a concern. Larger overages should be investigated.
Under (negative amount)
There is less cash than expected. Common causes:
- A customer was accidentally given more change than owed.
- A cash drop or payout was not recorded in the system.
- The starting float was lower than what was entered.
- Cash was removed without authorization.
If the same register or the same personnel consistently show shortages, this warrants investigation. Brother POS logs every transaction, drop, and payout -- your admin can review the full audit trail in the admin panel.
Acceptable Thresholds
Many stores set an acceptable threshold for over/under -- for example, +/- $5.00. Anything within this range is considered normal variance. Amounts outside this range trigger a review. Your store admin can advise on your specific policy.
Z-Reports and End-of-Day Reports
Z-Reports feed into the broader End of Day report available in the admin panel. The End of Day report aggregates data from all registers and all sessions for a given day, giving a store-wide view of:
- Total revenue across all registers
- Combined payment method breakdown
- All cash discrepancies for the day
- Store-wide sales metrics
See the admin documentation on End of Day Reports for more details.
Frequently Asked Questions
Can I edit a Z-Report after it is generated?
No. Z-Reports are permanent, read-only records. They cannot be modified after the session is closed. This is by design -- Z-Reports serve as an audit trail and must remain tamper-proof.
Can I generate a Z-Report without closing the drawer?
No. The Z-Report is generated as part of the closing process. If you want to see the current session status mid-shift, use the session summary in the Cash Drawer menu (this is sometimes called an "X-Report" or interim report).
What happens if the printer jams during Z-Report printing?
The Z-Report data is saved digitally regardless of whether it prints successfully. You can reprint it from the POS or access it from the admin panel at any time.
How long are Z-Reports stored?
Z-Reports are stored indefinitely in Brother POS. You can access historical reports from any date through the admin panel.
Do Z-Reports include online orders?
Z-Reports only include transactions processed through the specific register tied to the cash drawer session. Online orders fulfilled through the admin panel are tracked separately in the order management system.
Permissions Summary
| Action | Cashier | Manager | Admin |
|---|---|---|---|
| View Z-Report at closing | No | Yes | Yes |
| View Z-Reports in admin | No | Yes | Yes |
What's Next?
- Opening & Closing Cash Drawers -- Review the full drawer lifecycle including the cash count that generates the Z-Report.
- Cash Drops & Payouts -- Understand the line items that appear in the cash reconciliation section.
- End of Day Reports -- See how Z-Reports feed into store-wide daily summaries.