Reports & Analysis
Transactions
Every transaction, from every sales platform, viewed and reported on in the same way.
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About
Transactions from all your POS and remote order platforms are standardised as they come into Cinchio Back Office, so you can view and report on every one the same way.
Sales platforms
Transactions arrive from your POS and remote order platforms.
Standardised
Each one is converted to the same format on the way in.
One view
View and report on every transaction the same way, whatever its source.
What each section of a transaction shows.
Refund all or part of a transaction.
Change the team member or covers.
Cancel a transaction out with a refund or reversal.
Finding a transaction
Open transactions from links in dashboards and reports, or use Transaction Search.
View
What each section of a transaction shows, from sale items and payments to events and stock movements.
Which section?
Details
The core details of the transaction.
When the transaction was closed at source.
The site where the transaction took place.
The location within the site where the transaction took place.
The till the transaction was closed on.
The transaction's unique ID in Cinchio Back Office.
The customer order reference or receipt number from the transaction's source.
The type of transaction.
The system the transaction came from.
The team member who entered the transaction.
The external ID assigned to the transaction within Cinchio Back Office.
The number of covers, if entered.
The table number, if assigned.
Tools
Depending on the transaction, these tools may also be available:
Edit
Resend SMS Receipt
Resend the Cinchio Kiosk or Cinchio Mobile SMS receipt.
Customer
This section only appears if the transaction has customer information or a Cinchio Customer record linked to it.
The customer's name.
The customer's mobile number, if provided.
The customer code, if the customer is a Cinchio Customer.
The customer's email address, if provided.
The customer's landline number, if provided.
The customer's address, if provided.
Sale Items
A table of every product sold in the transaction. The columns depend on your company's reporting profile.
Which reporting profile do you use?
Tax Inclusive (UK style)
The product's Back Office name.
The price of one unit, before discount.
The quantity sold, or refunded if negative.
The line's gross value before discount.
The line's gross value after discount.
The line's net value after discount.
The line's tax value.
The discount value, if any: RRP minus Gross.
The price level the product was sold on.
Tax Exclusive (US style)
The product's Back Office name.
The price of one unit, before discount.
The quantity sold, or refunded if negative.
The line's gross value before discount.
The line's total value after discount.
The line's net value after discount.
The line's tax value.
The discount value, if any: Gross minus Net.
The price level the product was sold on.
Notes on sale items
If a sale item has a note, an ⓘ icon appears on its row. Select it to see the note.
Voided items
If the Sale Type is Void, the sale values are shown with a strikethrough.
Payments
The payments received to finalise the transaction, plus any non-revenue liabilities and charges.
Payments Received
The media type the payment media is assigned to.
The payment media.
The payment amount.
A payment reference, and card or authorisation details, if available.
Liabilities & Charges
The media type the payment media is assigned to.
The payment media.
The payment amount.
The type of liability or charge, as set up on the media type.
Payments Summary
The total of the Payments Received section.
The total of the Liabilities & Charges section.
The payment total that counts as revenue. It matches the total of all sale items in the Sale Items section.
Events
Events linked to the transaction, showing what happened during and after it.
When the event happened.
Where the event came from. You can filter this column by source.
What happened to the transaction.
Stock Movements
Inventory Management only
This section only appears for companies using the Inventory Management module.
Each theoretical stock movement created by the products sold, based on the product recipes when the transaction came into Cinchio Back Office.
Each supplied product with a stock movement from this transaction, grouped by Sale Item.
The base quantity of the supplied product moved.
The theoretical cost of the movement, based on the product's cost or recipe when the transaction came in.
You'll also see a total theoretical cost for each Sale Item and for the whole transaction. A theoretical Gross Margin for the transaction is shown for reference, based on its total net sales and this cost.
Refund
Refund a whole transaction or just part of it, straight from Cinchio Back Office.
Can't see the Refund button?
Check the requirements for refunds, or find out why it might be missing.
What do you want to refund?
The whole transaction
Refunds every product, plus any charges and liabilities.
1
Start the refund
Find the transaction using Transaction Search, or open it from a dashboard or report that links to it. Select Refund > Full Refund.
2
Check the details
The Confirm Full Refund window shows:
- The total value of the products being refunded.
- Any charges or liabilities being refunded.
- The original payment method the refund will go back to.
3
Confirm
Select Confirm to complete the refund.
A message confirms the refund is complete, and the refund transaction opens so you can check it.
Moving between transactions
Use the link in the banner at the top of the transaction to switch between the refund and the original transaction.
Part of the transaction
Refunds only the products, charges and liabilities you choose.
1
Refund items
Find the transaction using Transaction Search, or open it from a dashboard or report that links to it. Select Refund > Partial Refund. The Select Refund Items window shows the products from the original transaction:
The product sold.
The line's total sale value, including tax.
The total quantity sold on that line.
How many can still be refunded. If some were refunded in an earlier partial refund, this is lower than the Sale Quantity.
Enter how many to refund.
The Product Total at the bottom updates as you go. When you're done, select Continue.
2
Refund liabilities and charges
This step only appears if the original transaction included liabilities, such as charity donations, gratuities, external fees or tips, or charges kept by the business, such as service or delivery fees. The Enter Refunds For Liabilities & Charges window shows:
The liability or charge type.
The payment media on that line of the original transaction.
The total value of that payment line.
How much can still be refunded. If some was refunded in an earlier partial refund, this is lower than the Txn Amount.
Enter how much to refund, or select Full Amount to refund the whole line.
Proportional refunds
If the payment media has Proportional Refunds Enabled, the Refund Amt fills in automatically based on the value of the products being refunded, and can't be changed.
The Liabilities/Charges and Refund Total update as you go. When you're done, select Continue.
3
Confirm the refund
The Confirm Partial Refund window shows:
- The total value of the products being refunded.
- Any charges or liabilities being refunded.
- The original payment method the refund will go back to.
Select Confirm to complete the refund.
A message confirms the refund is complete, and the refund transaction opens so you can check it. Use the link in the transaction banner to switch between the refund and the original.
More than one partial refund?
You can add further partial refunds to the same transaction, but a product can't be refunded more than once, and you can't refund more than was received. To prevent over-refunds, fractional values are always rounded down to the nearest penny.
Before you refund
Refunds are only available when all of these apply:
You have refund rights
Your user role needs Delete rights on the Transactions user role right. If it doesn't, find out how to get access.
A supported source
The transaction came from Cinchio Kiosk, Cinchio Mobile or Cinchio Retail, and Cinchio support has enabled refunds for your company.
Eligible payments
The transaction was paid with an eligible payment type, such as credit card, or media assigned to media types flagged as Used for Liabilities or Used for Retained Charges.
Within the time limit
The transaction is within the refund window set on its transaction source. This can be up to 30 days, and the default is 7 days.
Approved cash ups and periods
You can't refund a transaction if a cash up or period that ends after it has already been approved.
Payment provider information
Cardpointe
Full refunds: available straight away, for up to 30 days.
Partial refunds: available straight away for up to 30 days if Refund Unsettled is enabled in Cardpointe. Otherwise, available once the payment is captured, usually the next day.
FreedomPay
Full refunds: available straight away, for up to 30 days.
Partial refunds: available straight away, for up to 30 days.
Stripe
Full refunds: available straight away, for up to 30 days.
Partial refunds: available straight away, for up to 30 days.
Edit
Change the team member or covers on a transaction.
Can be edited
Can't be edited
Sale items and payments linked to the transaction.
Changes stay in Cinchio Back Office
Edits only update the transaction in Cinchio Back Office. The transaction in its original source isn't changed.
You have edit rights
Your user role needs Update rights on the Dashboard - Transactions right. If it doesn't, find out how to get access.
Steps
1
Open the transaction
Find the transaction using Transaction Search, or open it from a dashboard or report that links to it. Select EDIT.
2
Make your changes
The team member the sale is assigned to.
The number of covers. You can also change this in the Transaction Analysis report.
3
Save
Select SAVE.
The transaction is updated in Cinchio Back Office.
Search
Find and export transactions.
Find a transaction by its ID, or search with filters, then view or export the results.
Report on transactions, and export them to CSV.
Exporting one transaction
Download any transaction as a PDF. See exporting transactions.
Delete
Transactions can't be deleted, but they can be refunded or reversed.
Transactions can't be deleted
Instead, cancel a transaction out with a refund or a reversal.
Where did the transaction come from?
An integrated POS
Enter a refund on the POS. It comes through into Cinchio Back Office.
Cinchio Kiosk or Mobile
Refund the transaction in Cinchio Back Office.
An order partner
With some partners, cancelling or refunding the order on their platform reverses it in Cinchio Back Office automatically. Check with your order provider. Otherwise, reverse it manually.
Reversing a transaction
For audit purposes, a reversal keeps the original transaction and creates a new one that cancels it out:
Original transaction
Stays in place, unchanged.
Reversal transaction
Created with the same date and time, with every sale item and payment line the opposite of the original.
Not sure whether to reverse?
Whether you can reverse a transaction depends on its source. If you're unsure, contact the helpdesk using the buttons at the top.
You have reversal rights
Your user role needs Delete rights on the Dashboard - Transactions right. If it doesn't, find out how to get access.
Cash up and period still open
The transaction can't be in an approved cash up or a closed period.
1
Find the transaction
Find the transaction using Transaction Search, or open it from a dashboard or report that links to it.
2
Reverse and confirm
Select REVERSE TRANSACTION, then confirm.
A new transaction is created as the exact opposite of the original.
On the original transaction
A message at the top shows it's been reversed, with a link to the reversal.
On the reversal transaction
A message at the top shows it's a reversal, with a link to the original.
FAQs
Frequently asked questions
QWhat's the difference between "Transaction Count" and "Customer Count"?
You'll see both in Cinchio Back Office reporting, and they measure different things:
The total number of transactions of every type.
Example
| Transaction Type | Total Entered | Transaction Count | Customer Count |
|---|---|---|---|
| Sale | 250 | 250 | 250 |
| Refund | 5 | 5 | -5 |
| Zero Value Sale | 15 | 15 | 0 |
| Cancelled Sale | 5 | 5 | 0 |
| No Sale | 5 | 5 | 0 |
| Other Actions | 10 | 10 | 0 |
| Total | 290 | 290 | 245 |
Not the same as Covers Count
Covers Count is different again. It's either entered at the POS or based on the number of menu items sold in the transaction.
QWhat are the different transaction types and sale types?
Every transaction, and every sale item within it, is given a type.
Transaction types
A standard transaction with sale items and payments totalling a positive value.
A standard transaction with sale items and payments totalling a negative value.
A transaction with either:
A transaction with only voided sale items and no payments.
A "No Sale" entered at the POS, with no sale items or payments.
A transaction with no sales, payments or voided items. Usually a time stamp of an action on the POS.
Sale item types
A sale item with a positive quantity.
A sale item with a negative quantity and value.
A sale item with a positive quantity and zero value.
A sale item with zero quantity and zero value.
QHow do I export transactions?
Multiple transactions
You can export summary information for multiple transactions to CSV from:
Individual transactions
Any transaction can be downloaded as a full, detailed PDF receipt.
1
Open the transaction
Find the transaction using Transaction Search, or open it from a dashboard or report that links to it.
2
Download the PDF
At the bottom of the page, select DOWNLOAD PDF.
A PDF copy of the transaction downloads, following your browser settings.
Customising the PDF receipt
Set up in company settings.
Set up in site settings.
Troubleshooting
I can't see the option to refund a transaction
The Refund button only appears when all of these apply:
A supported source
The transaction source supports refunds and has them enabled. This is currently limited to Cinchio Kiosk, Cinchio Mobile and Cinchio Retail.
You have refund rights
Your user role has Delete access on Transactions. If it doesn't, find out how to get access.
A recent transaction
The transaction is within the refund window. This is 7 days by default, and can be set to between 1 and 30 days on the transaction source.
Eligible payments only
Every payment in the transaction is a type that can be refunded from Cinchio Back Office.
No counted cash up
There's no cash up in Counted state or later for the current date or any future date.