Updated
Start with the question, then choose the report
DeccanPro includes item-sales and payment-type reporting. Demonstrate both using the staff account that will review them: report access and session restrictions can affect the available records. Write down the selected dates and branch before exporting or comparing figures.
Scroll sideways if needed to see all columns.
| Question | Start with | Check separately |
|---|---|---|
| How many meals and coffees sold? | Item-sales quantities and the underlying bills | Returns, edits and the report’s date basis |
| How were those bills paid? | Recorded payment-method amounts | Pending payments, refunds and merchant confirmation |
| How much cash is here? | A physical cash count and cash-movement record | Opening float, cash collected, refunds and cash removed |
Rehearse with two bills you can calculate by hand
This fictional practice set uses final item amounts with no additional tax, discount, return or unpaid balance. It is an arithmetic exercise, not a recommended menu price or a claim about a real customer. Use test records outside live service and record both sale references.
Scroll sideways if needed to see all columns.
| Saved bill | Items and total | Recorded payment |
|---|---|---|
| A | 2 meals × ₹120 + 2 coffees × ₹25 = ₹290 | ₹290 cash |
| B | 1 meal × ₹120 + 2 coffees × ₹25 = ₹170 | ₹50 cash + ₹120 digital |
| Combined | 3 meals = ₹360; 4 coffees = ₹100; total ₹460 | ₹340 cash + ₹120 digital = ₹460 |
- Item quantities should be compared with 3 meals and 4 coffees, not with the number of bills.
- There are two bills, but bill B contributes to two payment methods. Adding method-level bill counts can count a split-payment bill more than once.
- The ₹340 cash allocation is the contribution from these two bills. It is not the expected contents of a drawer that already held a float.
Match the reporting period before investigating a difference
Use the same intended branch and period, then check what each report means by its date filter. In the reviewed workflow, the item report selects by the sale’s updated date, while the payment report selects by its sale date. A bill created before midnight and edited afterwards can therefore fall into different selected periods. Matching date labels alone does not prove that both reports contain the same set of sales.
Start a comparison with the two unedited practice bills from one period. Then demonstrate an edited or returned test bill separately and ask which period and rows include it. Keep the saved reference, original time, change time and selected filters with the result. Do not alter live records merely to make two totals match. For restaurants trading past midnight, agree the reporting boundary explicitly.
Read quantity, grouping and profit labels carefully
A dish quantity is different from a count of item lines or bills. In the example, two bills contain three meals. Check the quantity column and trace its rows to the saved records before deciding which dishes need more preparation tomorrow. Consider the service period and menu availability alongside the numbers.
The reviewed item report can group related variants into a family on screen; its export stays at individual-item level. If a grouped screen has fewer rows than the download, compare the underlying items and totals before reporting missing data. Demonstrate this with your own configured variants; do not assume that every menu item belongs to a family.
An item-level profit figure also needs reliable cost inputs. The reviewed calculation deducts recorded item tax and item cost from item amounts. It is not a complete restaurant net-profit statement covering rent, salaries, utilities and every other expense. A high figure with missing costs is not evidence that the restaurant earned that amount.
Keep recorded payment separate from received money
The payment report summarises stored payment information. For the practice set, compare ₹340 cash and ₹120 digital with the saved allocations. A digital label in the POS does not establish that the merchant received confirmation or that funds reached the bank. Use the merchant-side record and the actual settlement statement when those are the questions.
Review pending balances and refunds separately using known examples. Ask how a refund appears by method and date in your installation, especially for a split-payment bill. Do not infer the payment provider’s refund route from a proportional report allocation. Keep unresolved differences attached to their original bill references for follow-up.
To check physical cash, continue with the day-end cash worksheet: include the opening float and documented cash movements before comparing the expected amount with the count. This guide’s sales example deliberately excludes those movements.
Bring a small evidence pack to your Chennai demo
Bring anonymised examples of a simple cash bill, a split-payment bill and an edited or returned bill, plus the reporting period you normally use. Ask the demonstrator to trace each through item and payment reports using the intended staff account. Check both the screen and an export where you need a download.
Keep a short note of the report name, dates, branch, grouping, included references and unexplained differences. The useful result is a repeatable way to answer a restaurant question, not a screenshot of a large total. DeccanPro’s software plan is ₹6,000 per year with unlimited use and no setup fee; use the demonstration to verify the reporting workflow your team needs.
PUT IT INTO PRACTICE
Your checklist
- Question written before selecting a report
- Branch, period and staff access checked
- Two known bills traced to quantities and payment allocations
- Edited-sale date behaviour demonstrated separately
- Grouped screen compared fairly with per-item export
- Digital confirmation and physical cash checked separately
