"Introducing The Easiest Way To Balance A Cash Register"

"Learning how to balance a cash register is easier than you think"

Did you know on a traditional cash register, some will let you decide what information to print or not print on your reports.

The traditional cash register might even let you decide if certain items should add or subtract to a particular total on your reports.

It's true, depending on how your cash register is programmed will determine what you'll see when you take your reports.

Let's Get Started

"The first thing you need to know is the difference between "X" reports and "Z" reports.

X Reports will only "READ" your sales totals.

Z Reports will "RESET" your sales totals.

When you take an "X" report, you're only "Reading" the cash registers information. You can take these reports while you're open for business and you can look at your sales totals at any time of the day. It's completely safe to run "X" reports whenever you want to.

On the other hand, when you take a "Z" report, you're "Resetting" the cash registers information. All of your sales totals will be "Reset" back to zero. Typically, when your business closes for the day you'll run your "Z" reports to get your sales totals for the day.

"Which reports are available on your particular cash register?"

All cash registers will have a minimum of one report.

Let's take a look at some of the most common reports on a traditional cash register.


"FINANCIAL" reports will typically show you how much sales you have in cash, checks and credit card sales.

In addition, you will also get totals for Paid Outs, Voids, Discounts, Coupons, Returns, and how much tax you collected for the day.

"DEPARTMENT" reports will give you sales totals for each individual department. Some typical departments in a convenience store might be Groceries, Tobacco, and Alcohol. Some common departments in a restaurant might be Entrees, Salads, and Beverages.

"PLU" (Price Look Up) reports will give you sales totals for each individual PLU or sellable item. Some typical PLU's in a convenience store might be Juicy fruit gum, Kool (pack) cigarettes, and 6 pack Bud Light. Some common PLU's in a restaurant might be a Sirloin steak dinner, Chef salad, and Bottled water.

"HOURLY" reports will give you sales totals for each hour your business is open. In other words, if your store is open from 8 A.M. to 6 P.M., this report will tell you how much you did in sales between 8-9, 9-10, 10-11, etc.


HOURLY REPORTS PROVIDE GREAT INFORMATION. If the hourly report indicates there are very few sales every day between 8 A.M. and 10 A.M., you might consider running a promotion that is only valid between the hours of 8 A.M. and 10 A.M.

Periodic Reports

Did you know almost all cash registers have periodic reports. For instance, a Sharp electronic cash register refers to these reports as "X1", "X2", "Z1", and "Z2" reports. You might run your X1 and/or Z1 reports at the end of each week and maybe run your X2 and Z2 reports at the end of each month.

Imagine taking only one report to get sales totals for the entire month. For instance, a monthly report will show you how much tax you collected for the month. If you're not currently using these reports, see if they're available with your cash register and start using them now.

"Tips to Balance a Cash Register"

Did you know the quickest and easiest way to balance a cash register is to start when you have no transactions or sales in the machine. Usually, this would be when your business is closed or right after you take your "Z" reports.

1.) Ring up only one sale and then take an "X" report and look at the information on the report.
2.) Ring up one more sale and take another "X" report and look to see what has changed (Gross sales, Net sales, Tax, etc.)
3.) Now, pretend a customer is returning something and process a Return. Take another "X" report and you'll notice your Gross Sales is larger because the return probably added to this figure. However, your Net sales is smaller because the return probably subtracted from this figure.
4.) If you take coupons, ring up a sale with a coupon and take another "X" report to see what information has changed.
5.) Repeat this process for every function key on your keyboard and be sure to take an "x" report each time you do this.

Personally, I've trained dozens of customers on how to balance a cash register this way and some of these cash registers I had never seen before.

So remember, you can teach yourself how to balance a cash register even if you're just beginning.


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