https://community.toasttab.com/t5/back-office-team/do-you-maintain-a-separate-archive-of-specific-reports/m-p/18529#M3371 <P>We are a neighborhood bar in a small rural town.&nbsp; We transitioned to Toast about four years ago.&nbsp; Prior to that we had old school cash registers to record sales and used Quickbooks Desktop as our system of record for financial reporting.&nbsp; Items in the cash registers were grouped by into very broad categories (Liquor, Beer, Soft Drinks, Snacks) and then by price tier.&nbsp; All our management reporting was accomplished by through Quickbooks.&nbsp; The primary motivator in changing to Toast was that we needed sales detail by brand and size.&nbsp; We still use QB for accounting.&nbsp; I was surprised to find that reports in Toast are available for specific date ranges and then become inaccessible.&nbsp; Users cannot run a report going back three or four years .&nbsp; As a result, I started a local archive of specific reports so that I can refer back on key data if necessary.&nbsp; &nbsp;Does anyone else do this?&nbsp; If so what reports to you archive?&nbsp; &nbsp;&nbsp;</P><P>We currently store local copies of:&nbsp; Sales Summary by Day, Sales Summary by Month, Settled Deposits by Month, Unpaid Tabs by Month, Paid in Total by Month.&nbsp; I suspect that someday I will wish I had historic data by item but we are not archiving that at this point.</P><P>There's another report that I run and archive.&nbsp; It takes a bit of manipulation first and I can't recall where I found it in Toast.&nbsp; We just run it at year end.&nbsp; It gives me the drawer Pay Out Breakdown and Pay Out Reasons.&nbsp; I run it for the year, export it to a CVS file and sort the results by&nbsp;Pay Out Reason.&nbsp; We pay cash out of the drawer to incidental contract workers upon completion of each work day.&nbsp; Each worker has a unique Pay Out Reason such as "DJ XYZ" "Karaoke Host Nancy" "Plumber Joe".&nbsp; When the bartender pays the worker the amount is recorded using their pay out reason.&nbsp; We use this info to validate that all worker pay outs are recorded in QB and to determine if the worker is required to be 10-99'd at year end.&nbsp;</P><P>&nbsp;</P><P>&nbsp;</P> Mon, 20 Apr 2026 12:59:51 GMT Rootsreality 2026-04-20T12:59:51Z https://community.toasttab.com/t5/back-office-team/do-you-maintain-a-separate-archive-of-specific-reports/m-p/18529#M3371 <P>We are a neighborhood bar in a small rural town.&nbsp; We transitioned to Toast about four years ago.&nbsp; Prior to that we had old school cash registers to record sales and used Quickbooks Desktop as our system of record for financial reporting.&nbsp; Items in the cash registers were grouped by into very broad categories (Liquor, Beer, Soft Drinks, Snacks) and then by price tier.&nbsp; All our management reporting was accomplished by through Quickbooks.&nbsp; The primary motivator in changing to Toast was that we needed sales detail by brand and size.&nbsp; We still use QB for accounting.&nbsp; I was surprised to find that reports in Toast are available for specific date ranges and then become inaccessible.&nbsp; Users cannot run a report going back three or four years .&nbsp; As a result, I started a local archive of specific reports so that I can refer back on key data if necessary.&nbsp; &nbsp;Does anyone else do this?&nbsp; If so what reports to you archive?&nbsp; &nbsp;&nbsp;</P><P>We currently store local copies of:&nbsp; Sales Summary by Day, Sales Summary by Month, Settled Deposits by Month, Unpaid Tabs by Month, Paid in Total by Month.&nbsp; I suspect that someday I will wish I had historic data by item but we are not archiving that at this point.</P><P>There's another report that I run and archive.&nbsp; It takes a bit of manipulation first and I can't recall where I found it in Toast.&nbsp; We just run it at year end.&nbsp; It gives me the drawer Pay Out Breakdown and Pay Out Reasons.&nbsp; I run it for the year, export it to a CVS file and sort the results by&nbsp;Pay Out Reason.&nbsp; We pay cash out of the drawer to incidental contract workers upon completion of each work day.&nbsp; Each worker has a unique Pay Out Reason such as "DJ XYZ" "Karaoke Host Nancy" "Plumber Joe".&nbsp; When the bartender pays the worker the amount is recorded using their pay out reason.&nbsp; We use this info to validate that all worker pay outs are recorded in QB and to determine if the worker is required to be 10-99'd at year end.&nbsp;</P><P>&nbsp;</P><P>&nbsp;</P> Mon, 20 Apr 2026 12:59:51 GMT https://community.toasttab.com/t5/back-office-team/do-you-maintain-a-separate-archive-of-specific-reports/m-p/18529#M3371 Rootsreality 2026-04-20T12:59:51Z