Entering Sales

To record all sales and income from your restaurant or food service business, select the Make Money screen.

Most users will want to record sales on a daily basis. A cash register or POS system will likely be used to keep track of sales, and provide a report with totals for the day. Small locations with a single register will enter one transaction in SimpleCafeBooks for each day they are open. If you have multiple registers, you can choose to add them together and enter a single transaction, or enter a separate transaction for each register.

It is also possible to minimize data entry by summing up weekly or monthly totals from the register, and entering only one transaction per week or month. However, for maximum flexibility in selecting dates for report printing we recommend entering sales records for each day.

The options on the Make Money screen are as follows:

Transaction Type:

  • Select Sales By Unit to enter normal daily transactions.
  • Select Sales By Customer to enter catering or contract sales

Sales Unit or Customer: If you have a single register, or if you get a single total from your multiple POS systems, select Daily Sales. We have also set up sales units for Take Out and Dine In, which you can use if you have totals from multiple registers. You can modify, add or delete entities from the Names screen.

If you are making a sale to a catering customer, or any customer that you wish to record their sales separately, you can select their name, or just type the name if they are a new customer.

Date: select the date the sale occurred.

Goods Sold: This is the area to record the food, beverages, and other items you sold. You should also record sales tax collected, and any employee tips that are being held by the restaurant (usually the tips applied to credit and debit cards).

Payments from Customers: This is the area to record the cash, checks, gift certificates, and card payments from the customers. This area is also used if the customer has an advance deposit or a credit with you. If you are billing in advance of payment, you would select Accounts Receivable.

The total value of all the goods sold must be equal to the total of all the payment methods. If you have a cash drawer shortage on a given day, and you enter the exact amount of cash available from the drawer, then you also need to enter an another line in the Payments section in the account Cash Drawer Shortage (although it sounds counter-intuitive, if the drawer is over, enter a negative number).

Another way to look at it is that everything on the left side of the screen represents the business that needs to be accounted for. Everything on the right side of the screen shows how it was covered.

Posted in: Basics