Reports : Which Report Answers Which Question

Club Caddie's Reports module has more than one place to look for "how much did we make" — and that's by design. Different reports answer different accounting questions: one shows totals by payment type, one breaks revenue down by department, one shows the underlying GL transactions, and one is built specifically for QuickBooks. This guide is a map — a quick way to find the right report for the question you're actually asking, with a link to the full how-to for each one.

Terminal Summary Report

Question it answers: "What did we collect today, across every payment type, across every terminal?"

The Terminal Summary Report shows daily payment totals by payment type — cash, check, and credit card — across all terminals. It's the go-to report for end-of-day and next-morning reconciliation when you need the complete picture of what came in.

If you're looking at the Terminal Closing Report instead and can't find credit card totals: Terminal Closing covers the cash/check day-end closing process. For a full payment-type total including credit cards, use Terminal Summary.

Full how-to: Reports : Terminal Summary Report (see also Reports : Terminal Closing Report for the day-end closing process).

Sales by Department Report

Question it answers: "How did revenue break down by department, sub-department, or category — and what did we sell?"

Sales by Department is the most complete sales report in the module: SKU-level detail, average cost, COGS, margin percentage, quantity sold, retail value, discounts, pre-tax value, tax, service charge, and extended price, rolled up by Department → Sub-Department → Category. It can be filtered by date range, employee, by Terminal and Location, with checkbox multi-select lists (closed, they read "All Locations" / "All Terminals" by default) and an "All" entry at the top of each list. Selecting more than one terminal adds a per-terminal breakdown plus a consolidated total.

Full how-to: Reports : Sales by Department Report.

General Ledger / GL Code Report

Question it answers: "Which GL account did this revenue post to, and can I trace a specific transaction?"

Where Sales by Department shows item-level aggregates, the General Ledger / GL Code Report shows the underlying transactions mapped to GL accounts — Memo, Account, Debit, and Credit columns, with Excel export built in. It's the report to reach for when a specific dollar amount needs to be traced to a GL code, or when you're squaring Club Caddie's numbers against your chart of accounts.

Full how-to: Reports : General Ledger Report (see also General : How Holding Accounts and Vouchers Interact with GL Code Reporting for voucher-specific GL mapping).

Payment Summary

Question it answers: "How is revenue trending by payment method over a day, week, month, or year?"

Payment Summary gives a payment-breakdown view with Day/Week/Month/Year toggles and a date range, built for trend-watching rather than transaction-level detail. Use it alongside Terminal Summary when the question is "how are we trending" rather than "what came in today."

Full how-to: Reports - Payment Summary.

QuickBooks Report

Question it answers: "What's ready to sync (or already synced) to QuickBooks?"

The QuickBooks Report is the Club Caddie-side view used when reconciling against a QuickBooks sync — useful when a sync day is out of balance or a journal entry needs to be traced back to its source. Export from this report is IIF, not Excel.

Full how-to: Reports : Quickbooks Report and QuickBooks: Journal Mapping.

Filtering and exporting

Every report above supports a date-range filter at minimum, and most add narrower filters on top — department, sub-department, category, employee, and (Sales by Department, as of 5.7) terminal and location. Export options vary by report: General Ledger / GL Code and Sales by Department both offer Excel export directly from the report screen; the QuickBooks Report exports as IIF for direct QuickBooks import. Check the individual report's article for its exact export button and file format before building a recurring export routine around it.

For the complete list of reports in the module, see Reports: All Reports Overview.

Common Questions

I need one number for "how much did we make today" — which report do I run?

Start with the Terminal Summary Report for a same-day payment-type total. For a department-level breakdown of what was sold, use Sales by Department.

Why doesn't my Terminal Closing Report show credit card totals?

Terminal Closing covers the cash/check day-end closing process. Use Terminal Summary for a total that includes credit cards.

Which report should I hand to my accountant for a QuickBooks reconciliation?

The GL Code / General Ledger Report and the QuickBooks Report are both built for that — General Ledger for tracing a transaction to its GL account, QuickBooks Report for what's syncing to QuickBooks itself.

Can I filter any of these by a specific terminal or location?

Sales by Department added multi-select Terminal and Location filtering. For the other reports in this guide, check the individual report's article for its current filter options.