The process of preparing a batch report from a point-of-sale (POS) terminal is basically: enter the terminal’s reports/settlement menu, select the current batch, review the totals (sales, refunds, tips), then close/settle and print or export the report for reconciliation. This is usually done at the end of the trading day or at the end of a cashier’s shift so finance staff can match the terminal totals against the POS system and the bank deposits.

What a batch report is

A batch report is the summary of all card (and sometimes other electronic) transactions processed by a POS terminal in a specific period (usually a day or a shift). It typically shows counts and totals for sales, refunds, tips, and sometimes voids and surcharges so you can reconcile those against your cash-up or back-office reports.

Key characteristics:

  • Grouped by batch (a “batch” = set of transactions sent to the processor together).
  • Shows total amount and number of transactions, sometimes broken down by card type or transaction type.
  • Used as an end-of-day or end-of-shift control for managers and accountants.

Step‑by‑step: preparing a batch report

Different terminals label menus slightly differently, but the core workflow is similar.

  1. End of trading / shift check
    • Make sure all customer transactions for the period are completed on that terminal before starting the batch process.
 * If your store uses shifts, each cashier usually prints a batch or shift report at the end of their shift for their till.
  1. Access the reporting / batch menu
    • On the terminal, press the Menu or Func key (name varies by device).
 * Navigate to a menu typically called:
   * “Reports”, “Batch”, “Settlement”, or “End of Day”.

 * Select the option for “Batch report”, “Batch summary”, “Current batch”, or “Batch/Shift report” depending on your model.
  1. Choose the batch to report on
    • Most of the time you want the current open batch (today’s or this shift’s transactions).
 * Some terminals also let you print a **previous batch** report for historical reconciliation or reprinting.
  1. Review on-screen batch totals
    • The terminal usually displays:
      • Total number of transactions in the batch.
      • Total sales amount, and sometimes separate totals for refunds and tips if enabled.
 * Compare these quickly with:
   * POS transaction totals for the same period.
   * Cashier’s shift reports or till counts, if applicable.
  1. Print or export the batch report
    • Select “Print”, “Print report”, or similar to get a paper batch summary from the terminal’s receipt printer.
 * Some environments use a back-office system where batch reports can also be:
   * Printed to a designated printer.
   * Saved to file (PDF, CSV, etc.)
   * Emailed or sent via FTP as part of end-of-day automation.
  1. Settle / close the batch (if required)
    • Many card terminals require a “Settle” or “Submit batch” step to send that batch to the payment processor for funding.
 * Typical flow:
   * Confirm the totals on screen.
   * Choose “Settle batch”, “Close batch”, or “End of day/Settle”.

   * Once settled, the batch is locked and cannot be modified.
  1. File and reconcile
    • Attach the printed batch report to the day’s cash-up / Z‑report pack so accounting can verify bank deposits against these totals.
 * If any discrepancy exists between terminal totals and POS totals, use the batch report and POS transaction detail to investigate (missed transactions, refunds, or offline transactions).

Typical contents of a POS batch report

While layouts vary by vendor, most batch reports include similar core fields.

  • Batch identifier:
    • Batch number or ID.
    • Date and time the batch was opened / closed.
  • Totals:
    • Total count and total amount of sales.
    • Total count and total amount of refunds.
    • Total tips/gratuities, if enabled.
  • Optional breakdowns:
    • Totals by card brand (e.g., Visa, MasterCard).
    • Totals by entry mode (chip, contactless, swipe, keyed).
    • Per-clerk or per-shift breakdowns in some integrated systems.

These details give management a high-level view of every settled batch and support comparison against shift reports and bank funding reports.

Good practices when preparing batch reports

To keep reconciliation smooth and avoid funding delays, many organizations adopt a few simple best practices.

  • Close batches daily:
    • Most processors expect at least one settlement per day; delayed settlement can delay deposits and sometimes change fee structures.
  • Align cut‑off times:
    • Make sure your “end of day” on the POS and on the terminal are aligned so the batch report period matches your store’s accounting day.
  • Train staff clearly:
    • Provide step‑by‑step instructions for each terminal model in use so employees do not forget to print or settle batches at shift end.
  • Use back‑office automation when available:
    • Some systems allow scheduled batch reports that run daily/weekly/monthly and are auto‑printed, saved, or emailed as part of an “End of Day” service.

Information gathered from public forums or data available on the internet and portrayed here.