TABLE OF CONTENTS


The Sales Journal Report is a powerful tool in CaterZen, providing insights into order payments, outstanding invoices, and financial data crucial for managing catering operations. This guide will walk you through accessing, filtering, and exporting this essential report, ensuring you stay on top of your catering business’s financials.


Accessing the Sales Journal Report 

Step 1: Navigate to the Report

    1. Click on the Accounting Tab.

    2. Select the Sales Journal Report link.


Step 2: Filter Your Data

    1. Choose your Date Range to specify the time period for the report.

    2. Select an Order Type (e.g., Pickup, Delivery, etc.).

    3. Filter by Tax Status (Taxable, Tax-Exempt, or Both).

    4. Choose a Location (for multi-unit businesses).

    5. Click Apply Filter to generate the report.


Understanding the Report Structure

Key Sections of the Sales Journal Report - Left Side 


The left side of the Sales Journal Report contains multiple expandable sections, each offering a detailed breakdown of sales, payments, and fees for the selected date range:

  • Catering Item Sales – Displays total revenue from orders, categorized by the sales categories you designated.
  • Service & Delivery Fees – Lists any additional service or delivery fees charged.
  • Discounts & Coupons – Reflects any discounts or promotional offers applied.
  • Third-Party Fees – Details any additional fees charged by third-party services.
  • Sales Tax – Summarizes the total tax collected on orders.
  • Tips – Shows gratuities added to orders.
  • Refunds – Displays any refunds issued during the selected date range.
  • Catering Deposits – Tracks any deposits collected for future events that were taken during the date range.
  • House Charge Payments – Records payments received during the selected date range for outstanding balances from events that occurred prior to this period.



Tip:

Expanding these sections allows you to drill down into specific transactions, helping you verify payments, track outstanding balances, and reconcile deposits with ease. From there, you can click on the Order link to view full order details, the Invoice link to review billing information, or the Customer link to check payment history or outstanding balances.




Key Sections of the Sales Journal Report - Right Side

The right side of the Sales Journal Report provides a detailed breakdown of payment types, along with overpayments, deposits, and outstanding balances. Each section is expandable, allowing you to drill down into specific transactions.


Payments on Sales from the Selected Date Range

This section shows payments that were received and processed during the selected date range:

  • Credit Card Payments – Orders paid via credit card, with payments received and settled within the selected date range.
  • Custom Payment Types – Displays any custom payment methods created in your settings, such as Check, ACH, or EFT.
  • Overpayments – Indicates when a customer overpaid for an order, often due to order modifications after payment.
  • Deposits Applied – Payments made before the event date that are automatically applied as payment on the day of the order. This applies to all order types within the selected date range.
  • Outstanding / Unpaid Invoices – Lists any unpaid orders within the selected date range.
  • Refunds – Displays any refunds issued within the selected date range.
  • Pre-Paid Invoices – Payments collected during the date range for orders that have not yet occurred. These appear as deposits in the Accounting tab and automatically convert to payments on the event date.


Payments on Sales from Before the Selected Date Range

This section captures payments made during the selected date range for orders that fall outside of it (either before or after the event date). This helps distinguish between current and previously settled transactions.


Tip: Use this section to track early payments and ensure deposits are properly applied when reconciling orders. Expanding these categories will help confirm that payments match the corresponding event dates.

Exporting the Sales Journal Report

Options for Downloading Data

CaterZen offers multiple ways to export your Sales Journal:

  • Print – Generate a hard copy for record-keeping.
  • Download – Save a PDF version of the report.
  • Standard Export to Excel – Exports the report in a format that matches the on-screen display.
  • Detailed Export to Excel – Offers a comprehensive breakdown, including separate tabs for more in-depth insights. 
  • Email – Send the report directly from CaterZen.


QuickBooks Integration

If you use QuickBooks Online, you can sync your Sales Journal data directly with your accounting system. This ensures accurate financial reporting and saves time on manual data entry.

For step-by-step instructions on integrating CaterZen with QuickBooks, check out our guide:
QuickBooks Integration Guide


Tip:
Before sending data to QuickBooks, review your Sales Journal Report to ensure all transactions are categorized correctly. Expanding sections like Payments on Sales and Service Fees helps verify accuracy before syncing.


Steps to Export the Report (Standard) 

    1. Click Export to Excel.

    2. Open the downloaded file to review and manipulate data. When exporting the Sales Journal Report to Excel, the file will contain the same columns as those displayed on the Sales Journal page. While you can edit the data within Excel, please note that column  cannot be expanded due to formatting restrictions.



Steps to Export the Report (Detailed) 

    1. Click Export to Excel (Detailed).

    2. Open the downloaded file to review and manipulate data. The Detailed Export provides a comprehensive breakdown of the Sales Journal, including all order details that fall within your selected date range. This ensures that you have access to all payment transactions, invoices, and order information for accurate reporting and analysis. 


Understanding the Excel File Structure

Upon exporting, your Excel file will include two separate tabs, each corresponding to a section of the Sales Journal:

  • Left Side Tab: Contains details such as order information, transaction dates, and customer details.
  • Right Side Tab: Includes payment details, payment types, invoice references, and total amounts received.


These two sections mirror the layout of the Sales Journal page in CaterZen, helping you quickly locate and analyze the necessary financial data.


Practical Uses of the Sales Journal Report 

  • Track Paid vs. Unpaid Orders – Identify outstanding invoices that need follow-ups.
  • Monitor Payment Methods – See how customers are paying (credit card, check, etc.).
  • Audit Deposits & Prepayments – Ensure deposits are properly applied on the event date.
  • Verify Service & Delivery Fees – Confirm all additional charges are accounted for.


By mastering the Sales Journal Report, you can keep your catering business financially organized and ensure smooth accounting operations. Regular use of this report will help reduce unpaid invoices, track revenue accurately, and maintain a strong financial foundation for your catering business.