Can your team use the records outside the POS?

Open an actual day-end export from our restaurant demo

On 22 September 2026 we opened the Day-End Summary in an isolated restaurant demonstration and used its Export CSV control. The downloaded file is available below, unchanged. It contains fictional demonstration records, not a customer restaurant’s sales. This is a day-end summary export, separate from the two-column KOT item report described in the next section.

The visible report and downloaded file both showed Egg Curry: three units, Rs.540; Dal Tadka: two units, Rs.300; and Idli Sambar: one unit, Rs.70. That is three item rows, six units and Rs.910. The file also records cash of Rs.910. It does not establish that any real payment was received: these are sample records in a training installation.

Open the sample before treating it as a single flat table. It contains Summary, Items, Tender Type and Dine & Table Summary sections, with headings and totals between them. Adding every numeric-looking cell would repeat the same amounts. This observed file is suitable for inspecting the demonstrated report structure; it is not presented as a universal import template or proof that every requested export is supported.

A concrete starting point: the KOT item report

DeccanPro’s reviewed KOT item-report interface includes an “Export All To CSV” action. Its export path writes Item Name and Sales Count columns. That makes it a specific starting point for a demonstration; it is not an itemised bill ledger and those two columns do not establish payment amounts, bank receipts or a complete transaction archive.

Ask the demonstrator to select the intended branch and dates, run the report and explain what Sales Count measures. Compare a known training item with its source orders rather than assuming that the label always means bill count or dish quantity. Then export and open the file in your intended review tool. The interface and source path have been reviewed; successful downloading, completeness and interpretation still need checking in your installed version.

Include more matching items than fit on the first report page. Compare the exported set with the full filtered report, not just the rows currently visible. Record missing or repeated items before relying on the file for a larger period.

Ask for the records you need, not just “an Excel file”

Start with a job: reviewing individual bills, counting dishes sold, comparing recorded payment methods or moving menu items to replacement software. These need different fields. A list of daily totals cannot replace individual bill records, and an item sales summary cannot reconstruct every order.

Write the requested fields and sample period before the demonstration. Ask which exports exist in the installed version, who can run them and whether any assistance is required. Record unsupported fields as gaps. Do not assume that a displayed report has a matching downloadable file, that a PDF is structured transaction data, or that a general software plan promises every data format.

Use two bills to expose repeated totals

Create a fictional test set with no taxes, discounts or other adjustments. Bill 00041 contains one dosa at Rs.120 and one coffee at Rs.30, making Rs.150. Bill 00042 contains two idli plates at Rs.60 each, making Rs.120. There are two bills, three item lines, four units and a combined amount of Rs.270. These are separate counts; none can stand in for all the others.

In an item-level export, the first bill may appear on two rows. If its Rs.150 bill amount repeats on both, adding the bill-amount column across all three rows gives Rs.420: 150 + 150 + 120. That is not the Rs.270 total for the two bills. Check whether the file supplies line amounts or repeated bill amounts, then use the documented row definition. Do not remove repeated references blindly, because that could discard legitimate item lines.

For this simple exercise, the line amounts are Rs.120, Rs.30 and Rs.120, which add to Rs.270. A real export may represent discounts, charges or other adjustments separately. Ask how those fields reconcile to the displayed report instead of applying the simple example to an unexplained file.

Preserve the original file and its identifiers

Keep an untouched copy of the downloaded file. Inspect a working copy and record the export time, report name and selected filters. Preserve identifiers such as 00041 exactly as exported; a spreadsheet that converts it to 41 has changed the representation you may need for matching.

Microsoft explains that text-file import settings can preserve leading zeros and control date interpretation. Use the import options appropriate to your spreadsheet version and treat identifiers as text where required. Compare the imported reference, date and item name with the original file before analysing the full period. Renaming a file or changing the cell display afterwards does not prove that the original values survived.

Try an item name containing a comma

A plain item name is an easy test to pass. In a separate training menu, also try a name such as Meals, large and inspect whether the complete name remains in one field after import. For a two-column item/count export, the comma in that name must not create an unintended third column or push the count under the wrong heading.

The CSV format described in RFC 4180 uses quoting for fields that contain commas, quotes or line breaks. Your practical check is simpler: compare the original item name and count with the imported row. If they move into the wrong columns, preserve the original sample, record the export and import settings, and ask the supplier to resolve it. Manually repairing one file does not prove the next export will work. If your menu uses Tamil names, include an existing test name and compare its characters too; this is a test request, not a claim of verified encoding support.

Match the scope before comparing totals

Use the same location, date range, order status and time basis in the export and the on-screen report. Record whether the period follows calendar dates or the restaurant’s demonstrated trading-day rule. If service continues after midnight, include a sample on both sides of the boundary and identify which period each belongs to.

Check for all pages or batches. A file containing the visible first page can look plausible while omitting the rest. Have the demonstrator explain any row limit and show how the complete requested set is obtained. Compare distinct bill references as well as totals; matching amounts can hide a missing bill and an unrelated extra bill of the same value.

Use a separate approved test case for a cancelled or corrected record and inspect its representation. Is it excluded, retained with a status or represented by another row? The answer affects the comparison. Do not describe the file as complete until the supplier has explained those rules and the relevant examples have been checked.

Keep exports, backups and imports separate

An export suitable for review is not automatically a restorable application backup. It may omit configuration, relationships or other records needed to run the POS. Follow a separate supervised backup-and-restore rehearsal for recovery readiness.

Likewise, a readable file is not automatically accepted by replacement software. Test the destination’s supported format using copies of representative records. Do not upload an entire customer or transaction database to an unverified conversion service merely to discover whether the format works. Agree who receives the file and which fields they actually need.

Finish the demo with evidence your team can use

Record the requested export, demonstrated menu path, permitted staff role, filter settings, row definition and sample result. Have the intended reviewer open the file on their own agreed tool. Keep a list of unavailable fields and unresolved differences, with a named person responsible for the follow-up.

For a Chennai restaurant demo, bring a short list of the records your cashier or reviewer needs. DeccanPro’s annual software plan is Rs.6,000 with unlimited use and no setup or hidden software charges. Verify the exact export workflow before relying on it; a price quotation does not replace a demonstrated sample.