Manual Register state (Z report)
At every session closing, the Swifto POS application produces a register state — the well-known "Z report". It is automatically sent up and archived in the back-office for review and tracking: cash float, sales by payment method, cash movements, and any variance.
Overview
The register state, or Z report, is the financial summary of a register session. It is issued by the Swifto POS mobile application at the moment of closing, then sent up and archived in the back-office, where the manager and accounting can view it at any time. The back-office is read-only: the Z report comes from the field and is never re-created there.
Business goal
- Summarize the day's payments received by method
- Track the cash float and cash movements
- Highlight the cash variance that needs checking
- Archive a closing record per register
Target audience
- Store manager — checks cash variances
- Accounting — reconciles Z reports with revenue
- Cashier — generates the Z report at closing
Position in the cycle
The Z report closes a register session: it aggregates the day's payments received and return slips into a single record.
Access and navigation
From the back-office, open the Cash Registers → Register states (Z) menu. The list displays all the Z reports received, with a search by period, by terminal (register) and by cashier.
| Z Number | Register | Cashier | Closing | Total collected | Variance |
|---|---|---|---|---|---|
| Z-0148 | Menzah 1 | Salah B. | 12/07 · 19:04 | 1,105.500 TND | 0.000 |
| Z-0147 | Lac 2 | Amira K. | 12/07 · 18:47 | 876.000 TND | - 2.000 |
| Z-0146 | Menzah 1 | Salah B. | 11/07 · 19:12 | 963.500 TND | 0.000 |
Z reports are generated in the field: the cashier produces them at closing from Swifto POS. The back-office only receives and displays them.
The register session cycle
The Z report is the final point of a session: every register day follows the same sequence, from opening with a cash float to the generation of the Z number at closing.
flowchart LR A([Opening
cash float]):::s --> B[Sales of the day
cash / card / cheque]:::p B --> M[Cash movements
paid in · paid out]:::st B --> C[Closing / count
of the drawer]:::p M --> C C --> Z([Generation of the Z number
register state]):::ok classDef p fill:#ECFDF5,stroke:#10B981,color:#065F46; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
One Z per session — every register session produces exactly one Z report at closing. There is no Z without a closed session.
Contents of a Z report
A register state brings together all the session's financial information. Here is what it contains:
| Item | Description |
|---|---|
| Register (terminal) | The point of sale / terminal involved in the session. |
| Cashier | The person who ran the register during the session. |
| Opening | Date and time the session opened. |
| Closing | Date and time of closing (Z report issued). |
| Opening cash float | Amount of cash present in the drawer at start-up. |
| Sales by payment method | Total collected in cash, card, cheque, voucher… |
| Total cash movements | Sum of the session's cash paid in and paid out. |
| Cash variance | Difference between the theoretical amount and the physical count. |
Cash variance — a non-zero variance (positive or negative) signals a need for review: change-giving error, a forgotten movement, or a count to redo.
Cash movements
Beyond sales, a session can include cash movements: cash inflows or outflows independent of sales, attached to the session. They are detailed in the Z report.
Paid in
Adding cash to the drawer (change top-up).
Paid out
Removing cash (transfer to the safe).
Expense
Cash outflow for a small routine expense.
Z-0148 — Cash movements
Cash movements explain part of the variance: they adjust the amount of cash expected in the drawer at count time.
View a Z report
From the list, open a Z report to see the detail: its cash movements and its sales aggregates by payment method. The back-office is read-only — the reports come from the POS and are not edited in the office.
Z-0148 — Menzah 1 · Salah B.
Read-only — a Z report viewed in the back-office cannot be edited: its source of truth is the field (the register that produced it).
Synchronization
Z reports are automatically sent by the POS application to the back-office. Even if the register operates offline, the closing is stored and then transmitted as soon as the connection is restored — without duplicates.
Automatic sending
Each closing pushes the Z report to the back-office.
Offline-resilient
Stored without network, sent upon reconnection.
No duplicates
The same Z report is never received twice.
The register keeps working during a network outage; the Z reports catch up automatically once the connection returns.
Business rules
Unique identifier — each Z report is uniquely identified by its register and its session; there is only ever one Z per closed session.
Not editable in the office — the back-office never modifies a Z report: the source of truth remains the field (the register that generated it).
Variance = review — a non-zero cash variance signals a need for review by the manager (change given, forgotten movement, count).
Duplicate-free sync — Z reports are received only once, even after a network outage and reconnection.
FAQ & Tips
A Z report doesn't appear in the back-office?
The session may not be closed yet, or the register was offline. The sync happens automatically at closing and then upon reconnection.
Can I correct an amount on a Z report from the office?
No: the Z report is read-only. Any correction is made at the register level; the Z faithfully reflects the session as it happened.
What does a negative variance mean?
Cash is missing from the drawer compared to the theoretical amount. Check the cash movements and the count; a positive variance, on the other hand, signals a surplus.
Tip — reconcile every day
Check Z reports daily: a variance dealt with right away is far easier to explain than a week later.
Related pages · Cash Registers
