Why Sales and Payment Totals Differ

Before You Start

Make sure you have:

• Access to both the Sales Report and the Payments Report. If Sales or Payments is missing from your Reports menu, your account does not have it yet. See Report Access for Staff.
• Read Reading the Sales Report, so you know where to find the Sales Summary card.

Your Sales Book and Your Cash Book

Your shop keeps two books in EasyBiz.

On most days, the two books move together. A customer drops off a handbag, your staff set the price and the customer pays at the counter. That order adds the same amount to both reports on the same day.

The totals split apart when the sale and the money happen on different days, or when money comes in that is not a sale at all.

Comparing the two helps you decide:

• How much money customers still owe you, and whether to chase it.
• Whether the money in your drawer and bank is right for the month.
• Whether a gap is normal timing, or something to check with your staff.

Deposits, Credit Top-Ups and Unpaid Orders

These are the everyday reasons your two totals differ:

• Unpaid orders. An order counts as a sale once its price is confirmed, even if the customer only pays on collection next week. The amount still owed is a receivable, meaning money a customer owes you. It is in this month's Sales, and it reaches Payments only when the customer pays. See Tracking Receivables.
• Payments for older orders. When a customer collects and pays for last month's order, the money counts in this month's Payments. The sale stays in last month.
• Deposits. A deposit is a part payment made before the work is done. It counts in Payments on the day it is paid. If the order's price is still to be confirmed, for example a bag repair waiting for a quote, the sale only counts once your staff set the price. So the deposit and the sale can land in different months.
• Credit top-ups. A credit top-up is money a customer pays in advance to load store credit into their account. It counts in Payments on the day of the top-up. It is not a sale yet. The sale counts later, when the customer uses the credit on an order.
• Monthly bills for business customers. Orders from agents, meaning business customers who order through their own account, count as sales on the order date. Their money arrives when they pay their monthly bill, often in the next month.
• Returns and refunds. A sales return lowers Sales on the day of the return. A refund is money you give back, and it lowers Payments on the day you give it back.
• Tax and rounding. Net Sales leaves out tax. Payments include tax, because customers pay the full amount. So always compare the Sales Summary Total, not Net Sales, with your payments.

Open Both Reports for the Same Month

1. In the top menu, click Reports .
2. Click Sales .
3. At the top right, click Monthly and pick the month you want to check.
4. In the Sales Summary card, note the Total. This is what customers were charged for that month's sales, including tax.

5. In the top menu, click Reports again.
6. Click Payments . The Payment Report opens.
7. At the top right, click Monthly and pick the same month.
8. In the Payment Summary card, note the Net. This is the money Collected, minus the money Refunded.

If you use the Market or Sales channel filter, pick the same one in both reports. A sales channel is a place where you take orders, such as your shop counter or your app. If the filters differ, you are comparing different parts of your business.

The Payments Report has more to it than the summary. You can learn every card and table in Reading the Payments Report.

See What the Money Was For

The Payments Report can show you which payments were not for orders at all.

1. On the Payment Report, scroll down to the Payments by Method table.
2. Above the table, click Subject .

Each row shows what the money was paid for:

• order: payments for orders.
• topup: credit top-ups.
• invoice: monthly bills paid by business customers.
• membership: membership fees, if you sell memberships.

The topup and membership rows are money in your hand with no matching sale yet.

How to Reconcile the Two

To reconcile means to check that the gap between two numbers is fully explained.

1. Start with the Sales Summary Total for the month.
2. Take away what customers still owe on this month's orders.
3. Add payments received this month for orders sold in earlier months, including monthly bills from business customers.
4. Add deposits paid on orders whose price is not confirmed yet.
5. Add the topup and membership rows from the Payments by Subject table.

The result should match the Payment Summary Net. If a gap remains, check one day at a time:

1. On the Payment Report, click Daily and pick the day.
2. Scroll to the bottom, to the Payment Entries table. It lists every payment that day, with the Order #, Business, Method and Amount.

3. Open the Sales Report for the same day and compare it with the Order Entries table there.

Example: BagCare Pro Finds Its RM 800

BagCare Pro is a bag repair shop in Petaling Jaya. At the end of June, the owner sees Sales of RM 5,000 but only RM 4,200 collected. That is RM 800 short.

1. She opens Reports , then Sales , clicks Monthly and picks June. The Sales Summary Total is RM 5,000.
2. She opens Reports , then Payments , clicks Monthly and picks June. The Payment Summary Net is RM 4,200.
3. She checks her receivables. Customers still owe RM 1,750 on June orders. Most of it is for restored bags that are ready but not yet collected.
4. In the Payment Entries for early June, she finds RM 300 paid for May orders.
5. Five bag repairs are still waiting for a quote. Their customers paid RM 250 in deposits.
6. She clicks Subject . The topup row shows RM 400 from two regular customers who loaded credit.

Her working: RM 5,000 minus RM 1,750, plus RM 300, plus RM 250, plus RM 400 equals RM 4,200.

Every ringgit is explained. Nothing is missing. The owner asks her staff to send collection reminders for the ready bags, so the RM 1,750 comes in next month.

FAQs

Do credit top-ups count as sales?

No. A top-up counts in the Payments Report, in the topup row, on the day it is paid. The sale only counts when the customer uses the credit on an order. So a month with many top-ups shows more payments than sales, and the following months can show the opposite.

Where do refunds show?

In the Payments Report, a refund shows in the Refunds card and the Refunds table on the day you gave the money back, with its method and reason. In the Sales Report, the returned work shows in the Sales Returns table. They are two separate records: one for the work, one for the money.

Why does store credit appear as a payment method?

When a customer pays an order with store credit, EasyBiz records it as a payment, so credit shows in the Payments by Method table. Over time, the same money appears twice in Payments: once at the top-up and again when the credit is spent. To see only new money, take the Net and subtract the store credit row.

Can I compare a custom date range in the Payments Report?

No. The Payments Report has only Daily , Monthly and Yearly , and it has no Day or Location filter. Compare whole days, months or years, and leave those Sales Report filters off when you compare.

Can last month's sales total still change after I compare it?

Yes, until the month is closed. Closing means locking a period so its sales no longer change, and later corrections move to the next open day. Close the month after you reconcile it. See Closing a Sales Period.

What's Next

You can now explain the gap between your sales and your payments, line by line. Next, learn how to lock a month once its numbers are right in Closing a Sales Period.