In my work reviewing POS systems and consulting for retail businesses, one pattern always stands out: most store owners underuse their POS reports.
They buy powerful systems loaded with features, but when I ask how often they check their reports — it’s either once in a while, only during tax season, or when something goes wrong.
The truth is, POS reports are the backbone of retail operations. They tell you what’s working, what’s costing you money, and where you can grow.
But not all reports are created equal. Some are must-haves. Others just clutter the dashboard.
In this article, I’ll walk you through the most valuable point of sale report types I recommend retailers use on a weekly, monthly, or quarterly basis.
Whether you’re running a small boutique or managing multiple locations, these reports will help you spot trends, plug profit leaks, and manage your staff and inventory more effectively.
Sales Reports
Every POS system has some form of sales reporting, but there’s a huge difference between basic data dumps and actionable insights.
Good sales reports give you a clear snapshot of how the business is performing — not just revenue, but context around that revenue.
What You Should Look For in a Sales Report
- Total sales: daily, weekly, monthly
- Net vs gross sales: after returns, refunds, and discounts
- Sales by time: hour, day, week, month
- Sales by staff: who’s selling and how much
- Average transaction value
- Top and bottom performing products or categories
Why This Report Matters
Retailers often notice patterns like:
- Midweek sales slumps that can be fixed with promos
- One staff member outperforming others by 30%
- Specific hours driving most of the revenue
Sample Daily Sales Report
| Metric | Value |
|---|---|
| Total Sales | $5,260.00 |
| Net Sales (after returns) | $4,850.00 |
| Transactions | 98 |
| Average Sale | $53.67 |
| Refunds | $410.00 |
| Tax Collected | $315.00 |
Tip: I always recommend retailers check sales reports daily and compile weekly trends. This helps catch problems fast and prevents end-of-month surprises.
Inventory Reports
Inventory is often the biggest cost center in a retail business. If it’s not monitored correctly, it quickly turns into dead stock, stockouts, and tied-up cash.
Every advanced POS system has inventory reporting baked in — and this is where I see huge ROI potential when used properly.
Key Inventory Reports to Use
- Stock on Hand: How many units are in store right now
- Low Stock Alerts: What’s running low and needs reordering
- Dead Stock: Items that haven’t sold in 30, 60, or 90+ days
- Stock Movement: Tracks trends in how fast inventory moves
- Stock Valuation: Current inventory value (cost vs retail)
Example: Low Stock Report
| Product Name | SKU | QOH | Reorder Point | Status |
|---|---|---|---|---|
| Ceramic Travel Mug | CTM-101 | 4 | 10 | Low Stock |
| Wireless Earbuds | WE-208 | 0 | 15 | Out of Stock |
| Cotton T-Shirts | CTT-500 | 27 | 20 | Sufficient |
Why This Report Matters
Without real-time inventory reporting:
- You run out of bestsellers and miss sales
- You overstock slow movers that eat up shelf space
- You can’t reorder accurately, which creates waste
For any retailer managing more than 50 SKUs, I recommend reviewing inventory reports weekly — especially during high seasons.
Employee Performance Reports
Most modern POS systems let you track sales performance at the employee level.
This is incredibly valuable — not just to track productivity, but also to measure how well training is working, detect patterns, and prevent abuse of discounts or refunds.
Metrics That Matter
- Total revenue per employee
- Number of transactions
- Average sale value
- Items per transaction
- Discounts and refunds issued
- Voids and canceled sales
Example: Weekly Employee Performance
| Employee | Total Sales | Avg Sale | Items/Sale | Discounts Given |
|---|---|---|---|---|
| Jane L. | $3,200.00 | $64.00 | 3.5 | $85.00 |
| Mike T. | $2,100.00 | $52.50 | 2.8 | $115.00 |
| Sarah K. | $3,950.00 | $71.80 | 4.1 | $60.00 |
How Retailers Use This
- Incentivize top performers with bonuses or recognition
- Provide targeted coaching to underperforming staff
- Monitor for suspicious activity (e.g., high refund rates)
This report should be reviewed weekly by store managers or owners. If you're in a multi-store environment, regional managers should be comparing staff across locations.
Customer Reports
Retailers who understand their customers make better decisions.
POS systems that offer customer-level reporting can surface insights around purchasing habits, loyalty program usage, and customer lifetime value.
Customer Data to Track
- Total spend
- Number of visits
- Average order value
- Products purchased
- Loyalty points earned or redeemed
Example: Customer Value Report
| Customer Name | Total Spend | Visits | Avg Order Value | Loyalty Points |
|---|---|---|---|---|
| Anna R. | $2,410.00 | 18 | $133.89 | 980 |
| James M. | $780.00 | 6 | $130.00 | 300 |
| Linda S. | $3,120.00 | 22 | $141.81 | 1,200 |
What Retailers Can Do with This
- Identify top customers and send exclusive offers
- Spot high-value customers who haven’t purchased lately
- Tailor product recommendations and cross-sells
- Optimize loyalty program rules
This report helps bridge sales data with marketing — a powerful combo when used consistently.
Product Reports
Product-level insights let you focus your floor space and marketing on the inventory that actually sells.
Many retailers fall into the trap of assuming they know what their “top sellers” are — but the product reports often show a different story.
What Product Reports Show
- Units sold
- Revenue per product
- Return rates
- Gross profit
- Sell-through rate
- Category-level trends
Example: 30-Day Product Performance
| Product Name | Units Sold | Revenue | Return Rate | Margin |
|---|---|---|---|---|
| Scented Candle | 210 | $4,200 | 0.5% | 60% |
| Bluetooth Speaker | 145 | $7,250 | 3.2% | 50% |
| Cutting Board | 180 | $3,600 | 1.1% | 45% |
How Retailers Use It
- Drop low performers that take up shelf space
- Double down on bestsellers with better placement or promotions
- Adjust pricing based on margin data
- Create bundles with slower-moving products
This report should be reviewed at least monthly, but during peak sales seasons — like Q4 — I suggest looking at it every two weeks.
Transaction Reports
Transaction-level data gives the full picture behind each sale, including discounts, voids, refunds, and payment types.
It's essential for spotting internal errors, tracking returns, and reconciling sales at the register level.
What to Track
- Transaction ID and timestamp
- Total amount
- Discounts applied
- Refunds issued
- Payment method used
- Staff member on the transaction
Example: Transaction Snapshot
| Date | ID | Amount | Discount | Payment | Staff |
|---|---|---|---|---|---|
| 10/10/2025 | TXN8742 | $102.00 | $10.00 | Card | Mike |
| 10/10/2025 | TXN8743 | $65.00 | $0.00 | Cash | Jane |
| 10/10/2025 | TXN8744 | $88.50 | $5.00 | GiftCard | Sarah |
Why It Matters
- Spot suspicious refund activity
- Reconcile cash drawer balances
- Identify payment trends (e.g., rising use of contactless payments)
- Monitor discount code abuse
This is especially important for high-traffic retailers or those with multiple employees per shift.
Shift Reports (Z and X Reports)
Z and X reports have been around for decades, but they’re still relevant. These are shift-based reports showing what happened during a sales shift or across an entire day.
They're especially important for cash-heavy environments.
- X Report: Mid-shift snapshot
- Z Report: End-of-day closeout report
Metrics You’ll See
- Starting cash
- Total sales (by payment type)
- Refunds issued
- Ending cash
- Discrepancies or overages
Example: End-of-Day Z Report
| Metric | Value |
|---|---|
| Opening Cash | $200.00 |
| Cash Sales | $820.00 |
| Card Sales | $1,780.00 |
| Refunds | $120.00 |
| Closing Expected Cash | $900.00 |
| Actual Cash Counted | $875.00 |
| Variance | -$25.00 |
How It’s Used
- Prevent theft and cash handling errors
- Hold staff accountable for shift accuracy
- Ensure clean handovers between shifts
Even in digital-first stores, I recommend keeping Z reports active. They build discipline into the team.
Tax Reports
Tax reports simplify one of the most painful parts of retail: compliance.
A good POS system automatically tracks taxable and non-taxable sales, sales tax collected, and other key data you or your accountant need for state and federal filings.
Key Fields to Include
- Total sales
- Taxable sales
- Non-taxable sales
- Sales tax collected
- Tax by location
Quarterly Sales Tax Report Example
| Location | Taxable Sales | Tax Collected |
|---|---|---|
| Main Street | $52,400.00 | $3,144.00 |
| Midtown Mall | $45,800.00 | $2,748.00 |
| Online Store | $39,200.00 | $2,352.00 |
Best Practice
Export tax reports monthly and review with your bookkeeper. Even if you file quarterly, checking early helps avoid underpayment penalties and last-minute scrambles.
Multi-Location Reports
For growing retailers, managing data across several stores can be chaotic — unless you’re using multi-location reports.
These aggregate and compare data across locations so you can see performance at the macro level.
What to Track
- Sales by location
- Inventory across stores
- Staff performance per store
- Regional trends or preferences
- Transfers between stores
Why It’s Useful
- Spot underperforming stores early
- Reallocate inventory based on regional demand
- Benchmark performance across the business
- Create location-specific promotions
If you operate more than one store, this report is non-negotiable. It shows what’s working and where operational support is needed.
Final Thoughts
If you're using a modern POS system and not checking reports regularly, you're leaving money on the table. These aren’t just numbers — they’re stories about your business.
They tell you what’s moving, who’s performing, and where you can improve.
Over the years, I’ve reviewed dozens of POS platforms, and the best ones all have one thing in common: they make these reports easy to access and easy to understand.
The retailers who use them consistently make better decisions — and it shows in their bottom line.
If your current system doesn’t give you visibility into at least the reports above, it might be time to upgrade.
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