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