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 (including the cash portion of split payments) |
| 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, or other) |
| 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 received as part of a split payment is correctly included in the Cash Sales figure used for the expected cash calculation. This ensures that the expected cash total accounts for all cash that entered the drawer, regardless of whether it was a full-cash sale or a split payment with a cash component.
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 | Pay Out, Safe Drop, or Other (gaming stores also Lottery / Slot Payout) | Any notes entered (only when reason is "Other") |
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 |
Sales by Category
A breakdown of the session's sales grouped by product category, so you can see at a glance which parts of the store sold the most. This replaces the old "Top Products" list.
Each category line shows the quantity sold and the dollar revenue for that category, and the list is sorted with the biggest-earning categories first. Categories print as a tree: a top-level department (for example, Flower), then any subcategories beneath it (for example, Indica, Sativa), indented under their parent.
| Field | Description |
|---|---|
| Category name | The department, subcategory, or sub-subcategory, indented to show where it sits in the tree |
| Quantity | Total units sold in that category during the session (shown in parentheses after the name) |
| Revenue | Total dollar sales for that category |
A department's quantity and revenue include the items tagged directly to it plus everything in its subcategories. So the department line is the full total for that part of the store, and the subcategory lines below it show how that total breaks down.
Sales of manually entered items or products that have no category are grouped together under Uncategorized.
Printing a Z-Report
Printing at Close
When closing a cash drawer, the Cash Count modal includes a Print Z-Report checkbox (checked by default). If checked and a receipt printer is configured, the Z-Report prints on the receipt printer as part of the closing process.
The printed Z-Report receipt includes:
- Store name and register
- Session open/close times and who opened/closed it
- Duration of the session
- Cash management breakdown (float, sales, drops, payouts, expected vs actual)
- Itemized cash drops and payouts -- each drop and payout prints beneath its total as
HH:MM Reason $amount(the operator's note wins over the reason; lottery/slot/safe-drop labels are humanized), mirroring the float-adjustment itemization - Over/under result
- Sales summary (transaction count, revenue, voided sales)
- Discount totals (item and order discounts)
- Sales by Category (see below)
Both the ESC/POS (Epson-style) and Star (CloudPRNT) printed Z-Reports list each cash drop and payout individually under its total, not just a lump sum -- so a reviewer can see exactly when and why each cash-out happened.
Cloud Deployment Printing
Z-Reports print correctly on cloud-hosted deployments. The print job is sent to the configured receipt printer over the network, whether the store is running locally or on the cloud.
Reprinting a Z-Report
If you need to reprint a Z-Report after the session has been closed, you can do so via the API endpoint or from the admin panel session detail view.
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.
Inventory Count Sheet
If your store turns it on, closing the drawer can also print an Inventory Count Sheet -- a paper checklist that staff use to physically count stock and tick off each item.
The count sheet prints automatically as part of the closing process (right after the Z-Report). Nobody has to request it -- when the feature is on and the close qualifies, it comes out on its own.
What the count sheet shows
The sheet lists your active products grouped under their categories, the same department/subcategory tree used elsewhere. For each product it shows:
| Column | What it means |
|---|---|
| Product name | The item to count |
| Expected stock | How many the system thinks should be on hand (with a unit where it applies -- for example, grams for weighed flower) |
Checkbox [ ] | A box to tick once you have counted that item |
At the bottom the sheet prints the total number of items listed and a "Counted by: ____" line for the person doing the count to sign.
When it prints
A manager or admin controls this in store settings. There are two choices:
- When: print only on an End-of-Day close, or on every drawer close.
- What to list: list only items expected to have stock, or list all active products (including ones expected to be zero, so staff can verify the zeros are really zero).
Walk the shelves with the printed sheet, compare what you physically count against the Expected stock number, and tick each box. Flag any item where your count does not match so a manager can adjust the inventory.
The Inventory Count Sheet is off until a manager or admin enables it under store settings. See the admin guide on End of Day Reports for the settings.
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
When closing a drawer using End Day mode, the Cash Count modal offers an additional Print End-of-Day report checkbox. This prints the full End of Day summary receipt alongside the Z-Report, so you get both the register-specific and store-wide view on paper in one step.
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 admin panel session detail view at any time. The reprint endpoint is also available via the API (POST /api/v1/cash_drawer_sessions/:id/print_z_report).
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.