Z-Report : How to Read Your Daily Sales Data

Read a Coffee Shop Z-Report in Saudi Arabia

Z-Report : How to Read Your Daily Sales Data

Closing your coffee shop without analyzing the Z-Report is like driving down King Fahd Road with your eyes closed.

Sure, you might be moving forward, but you are about to crash.

Many new owners just look at the bottom line: “We made 4,000 SAR today. Great.”

They crumble the paper and throw it away.

Big Mistake.

That thermal paper strip tells you if your staff is stealing, if your internet is failing ZATCA compliance, and if your menu pricing is actually working.

Here is how to decode the Z-Report like a forensic accountant.

Table of Contents

Quick Comparison: X-Report vs. Z-Report

Know the difference or lose your data.

Feature	X-Report (The “Peek”)	Z-Report (The “Reset”)
Function	Shows current sales snapshot	Finalizes sales & Resets to 0
When to use	Shift Changes (3 PM)	Closing Time (Midnight)
Effect on Data	None (Read Only)	Hard Reset (Closes the Day)
ZATCA Upload	No	Yes (Triggers Tax Event)
Who has Access?	Cashiers / Baristas	Managers Only

1. The “Void” Percentage (Theft Detector)

The most important line on the report is not “Total Sales.” It is “Total Voids” or “Cancellations.”

The Scam: A barista takes cash for a 20 SAR latte. They hand the drink to the customer. Then, they go back to the screen and hit “Void Item.” The system thinks the drink was never sold. The barista pockets the 20 SAR.
The Benchmark:
- 0-2%: Normal (Customer changed mind, wrong entry).
- 3-5%: Suspicious (Training issue?).
- >5%: Red Flag. Someone is stealing or your menu is confusing.
Action: If Voids are high, check your CCTV for that specific timestamp.

2. The Mada Mismatch (POS vs. Terminal)

You have two sources of truth: Your POS (Foodics/Odoo) and your Payment Terminal (Geidea/NearPay).

The Ritual: At closing, staple the Terminal Settlement Slip to the Z-Report.
The Check:
- Z-Report Card Sales: 5,000 SAR
- Terminal Total: 4,950 SAR
- Variance: -50 SAR.
The Cause: Usually, a barista pressed “Card” on the screen, the transaction failed, but they handed out the coffee anyway.
The Rule: A variance of +/- 5 SAR is acceptable. Anything more is deducted from the Cashier’s tips or salary (if negligence is proven).

3. Average Basket Value (Are You Profitable?)

This number tells you if your business model works.

The Formula: Total Sales ÷ Total Transactions.
The Reality in Riyadh:
- 18-20 SAR: You are selling single cups. You will struggle to pay rent.
- 35+ SAR: You are selling “Combos” (Coffee + Cookie + Water).
The Fix: If your Average Ticket is low, run a competition: “The barista with the highest Average Ticket this week gets a 200 SAR bonus.” Watch how fast they start suggesting desserts.

Maximizing the spend of every customer already inside your shop is often easier than finding new ones, and it is a cornerstone of a highly effective coffee shop marketing strategy.

4. The “Open Item” Trap

Look for a line item called “Open Price”, “Custom”, or “Misc”.

The Danger: This button allows staff to type in any price they want.
The Scenario: A barista sells a bag of beans (85 SAR) to his friend but rings it up as “Open Item: 10 SAR.”
The Policy: Disable this button. Every item must be in the system with a fixed price. If you see “Open Item” sales on the Z-Report, ask for an explanation immediately.

5. ZATCA Compliance (The Invisible Risk)

In 2025, your Z-Report is linked to the Tax Authority (ZATCA).

The Check: Look for a footer on the Z-Report that says “Synced Invoices” or “Unsynced Documents.”
The Risk: If your internet was down, you might have 50 unsynced invoices.
The Action: You must ensure these upload within 24 hours. If you ignore the “Unsynced” warning for days, you are inviting a VAT audit and a hefty fine.

6. Cash Drawer Discrepancy (Over/Short)

At the bottom of the report, you will see “Expected Cash” vs. “Actual Cash.”

Shortage (Missing Cash): The drawer has less money than the system says. (Theft or giving too much change).
Overage (Too Much Cash): The drawer has more money.
- Warning: Overages are dangerous too. It usually means the barista forgot to ring up an item (didn’t give a receipt). This is often a precursor to theft.
The Rule: A perfect “0.00” variance is rare. But consistent shortages must be tracked.

The Verdict: Sign It Every Night

Make it a protocol.

The Closing Manager must Sign and Date the Z-Report and staple the Terminal Slip to it.

Store these in a “Monthly Box.”

When you sit down to do your VAT filing, these strips of paper are your best friends.