What's the difference between an X report and a Z report?
A detailed explanation of the two most important report types on a register, and when to use each one
The two most important reports you will run on your register are the X report and the Z report. But what is the difference between them, and when do you use each one?
📊 The X report (an interim report)
📌 What is it?
An X report is an interim report summarising your register's activity up to the moment it is produced, without closing the day or resetting the figures.
📍 When do you use it?
- During the working day, halfway through a shift for instance
- When one member of staff hands over to another
- To check how much money has come in so far, without closing the register for good
- For routine monitoring and control
📌 What does it include?
- Total sales so far
- A breakdown by payment method (cash, card and so on)
- Returns and cancellations
- Promotions and discounts
- Further figures depending on your register system
📌 An important principle:
You can produce as many X reports in a day as you like — they do not reset the register's counters and they do not close the day off.
📅 The Z report (end of day / closing the register)
📌 What is it?
A Z report is the official end-of-day report that summarises all the register's activity from opening to close, and resets the count ready for a new day.
📍 When do you run it?
- At the end of the working day, or at the end of the last shift
- Before work starts the following day
- Whenever you want to close the register officially
📌 What does it include?
- Total sales for the day
- A breakdown by payment type
- A summary of returns, cancellations and discounts
- The register balance (opening against the day's total)
- Information that meets accounting and tax-authority requirements
📌 Why does it matter?
- The Z report is the official, settled report for bookkeeping and tax
- It resets the count ready for a new day
- The reports must be kept for future use (tax or accounting audits)
- It serves as the basis for reporting to the Tax Authority
🆚 The key difference between them
| Characteristic | X report | Z report |
|---|---|---|
| When is it produced? | During the day | At the end of the day |
| Does it reset counters? | ❌ No | ✅ Yes |
| Used as an official tax summary? | ❌ Usually not | ✅ Yes |
| Can you produce several? | Yes, without limit | Yes — but each one closes a period |
| Must it be kept? | No | ✅ Yes, for 7 years |
✅ In short
The X report = a snapshot of the register during the day. Used for routine control and monitoring.
The Z report = the summarising, final report for the day, which also closes the register and resets the counts ready for a new day. This is the official report for accounting and tax purposes.
💡 Tips for using them properly
- Use the X report to follow sales through the day and make sure everything is in order
- Produce the Z report only at the end of the day, and keep it for at least 7 years
- In Koopax — both reports are one button away and are saved automatically in the system
- Z reports are exported automatically to your accounting system and are available in Koopax Online
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