Read-only investor view — you can see all operations data, but nothing here can be edited.
DAILY REPORT
Sales, Payments & Cash Reconciliation
Import Historical Daily Reports (Admin Only)
For bringing in past daily reports when first setting this business up. Download the template — it lists every field on this tab, one column per field, matching exactly what's here right now. Fill in one row per date, then upload. Existing data for a date (including COAM entries) is preserved; only the columns you fill in are updated.
Sales Grand Total
$0.00
Payment Total
$0.00
Payment Variance
$0.00
Cash to Deposit
$0.00
Inside Sales
SL #
Sales Department
Amount
Department Sales Subtotal
$0.00
27
High Tax Collected
28
Low Tax Collected
29
Scratch-Off Sales
30
On-Lotto Sales
31
Money Order Sales
32
Gas Sales
Sales Grand Total
$0.00
Payouts & Cash Drops
Item
Amount
Payment Tender Total
$0.00
Cash Payouts / Drops Total
$0.00
All Entered Payment/Payout Items
$0.00
Cash is entered as the net amount you physically count in hand after every payout for the day — lottery, vendor, store expenses, everything — has already come out of it. That’s the number ready to go to the bank, and it’s shown directly as Cash to Deposit below — there’s no separate deposit figure to enter or compare against; whatever you record as Cash is the deposit. Payment variance = (Cash + Credit + Debit + EBT + all Cash Payouts/Drops) − Sales Grand Total. Payouts are added back in here on purpose: since Cash is already net of them, adding them back reconstructs the true gross total collected, so this correctly checks against Sales regardless of whether Cash was entered gross or net. A clean $0 means everything reconciles. Vendor Cash Payout and Store Expense Cash Paid are not separate entries here — they’re pulled live from the Vendor Payout / Inventory Purchase and Store Expenses sections below (only the portion marked Paid By = Cash counts). Enter a vendor payment or a cash-paid expense once, down there, and it flows up automatically.
Cash Reconciliation & Comments
Gas Sales by Grade
Grade
Gallons Sold
Sales Amount
Average / Gallon
Regular
Plus
Premium
Fuel Grade Totals
0.000
$0.00
Reported Gas Sales
$0.00
Gas Sales Variance
$0.00
MATCHED
Enter each grade’s Gallons Sold and Sales Amount manually. The blue Average / Gallon fields are calculated automatically as Sales Amount ÷ Gallons Sold. Gas sales variance = Total grade sales − Reported Gas Sales above.
Store Expenses
SL #
Department
Comments
Paid By
Amount
Store Expense Grand Total
$0.00
Vendor Payout / Inventory Purchase
SL #
Paid To
Cash Amount
Check Amount
Check #
Total Amount
Vendor / Inventory Grand Total
$0.00
POS Shift Report Validation
Pick a date to see what's already in this Daily Report for that day, organized the same way a POS terminal report reads — then upload the terminal's own report for that date to compare.
ACCUMULATED SUMMARY
Multi-Day Totals by Category
Accumulated Summary
Select a date range — every saved date in it shows as its own row below, broken down by category. Nothing accumulated into one big total.
CHECKS & DEPOSITS
Payment Status & Deposit Tracking
Checks & Deposit Register Filters
Vendor Checks
Daily Cash Deposit Tracking
The daily cash amount is pulled from the Cash payment field in each saved Daily Report.
Game Machine Profit Deposit Tracking
This is not what EFT is based on — EFT (tracked on COAM) is always Money In − Money Out. This is what actually gets physically deposited: after Free Play is paid out, and after keeping the register at its target balance (set on Investment Position), whatever's left over is the amount to deposit for that day. A day where the drawer hasn't recovered back up to target yet won't show here at all, since there's nothing extra to deposit that day.
Credit & Debit Card Deposit Tracking
Credit and Debit combined into one tracked total per day. Mode is set on Investment Position.
Card sales are set to net against fuel invoices (Investment Position), so they're not tracked separately here. Track and project them on Finance & Validation → Card Settlement & Gas Company EFT instead.
Fuel EFT — Confirm & Post to Ledger
Every Fuel EFT uploaded on Gas PO shows here. Set the direction if it's not already known, then confirm — that's what posts it to the Main Ledger as money in or money out. Unconfirmed EFTs don't affect the ledger yet.
Store Expense — Bank & Online Payments
Expenses paid by Cash are already accounted for immediately in the daily cash figures, and Check payments are tracked in the Check Register above. This is specifically for Bank and Online payments — confirm each one once it's actually cleared, and it posts to the Main Ledger as an outflow.
DEPARTMENTS
Department Setup and Beginning Inventory Value
Add or Edit Department
Department List
Add or Edit Payout/Cash Drop Item
Manage the line items on the Daily Report's "Payouts & Cash Drops" side — add a new one, rename an existing one, or retire one you no longer use. "Tender" items (Cash, Credit, Debit, EBT) add up into the Payment Tender Total; "Deduction" items (Scratch-Off Payout, Discount, Loyalty, etc.) are amounts paid out or taken off, and add up into the Cash Payouts / Drops Total.
Payout/Cash Drop Item List
Tracked Items — price & stock watch for specific high-value items
Not tied to the Daily Report — use this to watch specific items you want tight control over (e.g. a particular cigarette brand, a high-theft item). Anyone can log a count; every update keeps a history of price and quantity over time.
Tracked Items List
VENDORS
Vendor Directory and Purchase History
Add or Edit Vendor
Vendor Directory and History
QUICK LINKS
Business & Administrative Resources
Add a Link
Your Links
ACCOUNT MANAGEMENT
Logins & Access
Billing & Subscription
Manage your subscription, update your payment method, or view past invoices. This opens Stripe's secure billing portal in a new tab.
Create User Login
This is the actual sign-in account — email and password. Use the same Full Name as their roster entry in Users & Roles, and pick "Link to Roster Entry" so the two connect.
Manage Logins
Everyone who currently has a sign-in account. Use Reset Password if someone forgot theirs — share the new one with them directly; they can change it again themselves afterward from their own profile menu.
Assign Additional Roles
For add-on permissions layered on top of someone's existing role. Checking a box here doesn't remove their base role — it adds to it.
Add or Edit Team Member Details
Full control over anyone's roster entry — name, role, status, duties, and contact info. Creating a login (above) already creates a matching roster entry automatically, so you'll mostly use this to make corrections or add someone without a login yet. Regular team members edit their own duties/notes from their profile in Team → Users & Roles; Owners and Store Managers can add responsibilities for people within their hierarchy from that same profile page.
ONBOARD NEW STORE
Provision a New Company
New Store Setup
This creates a brand-new, fully isolated company with its own data — separate departments, vendors, team, and reports. It also creates that company's first Admin login. Once they log in, standard departments and payout items are set up automatically; the new admin can rename or adjust anything from their own Admin screens.
Store created
ACTIVITY AUDIT
Append-Only Financial and Operational History
Audit Filters
Permanent Activity Records
Production requirement: these records must be written by the server, not the browser, and database permissions must prohibit updates and deletes. The current file demonstrates the final data structure locally.
FINANCE & VALIDATION
Owner Decision Dashboard
Document Reconciliation
This section is for validation only — upload a report to compare against what's already recorded, then it can be deleted once you've reviewed it (or it auto-deletes after 7 days either way). If you're trying to fill in a form directly from a photo or PDF — the daily lottery terminal report, the scratch-off box sheet, or the fuel tank status report — go to that page instead; those uploads auto-fill the form right there. POS Shift Report validation has moved to the Daily Report tab, where it shows the full comparison right there alongside the numbers it's checking against. This is on-demand, not automatic: upload only the dates you want to check. Admin, Owner, Manager, and Accountant can all upload and delete; Employees have no access here.
Operating Bank AccountInside Operations
Main Ledger Balance Automatically linked from Main Ledger
$0.00
Manual Bank Adjustment Use + or − for bank-only timing differences or immediate decisions
Adjusted Current Operating Balance
$0.00
Pending Cash to Deposit
$0.00
Outstanding Vendor Checks
$0.00
Other Predicted Expenses
Projected Operating Balance
$0.00
Adjusted current balance = Main Ledger balance + Manual bank adjustment. Projected balance = Adjusted current balance + Undeposited operating cash + effective card settlement + gas-company EFT − Outstanding checks − Other predicted expenses. The adjustment does not change the ledger and should be cleared once the related transaction is recorded.
Georgia Lottery AccountTuesday EFT
Current Bank Balance
Pending Transfer Into Account
Calculated Lottery EFT Planning estimate from the latest completed saved lottery week
$0.00
Actual Lottery EFT Due Tuesday Optional override; leave blank to use calculated EFT
EFT Used in Projection
$0.00
Projected Lottery Balance
$0.00
Surplus After EFT
$0.00
The default Tuesday EFT uses the most recently completed saved weekly lottery estimate. Enter an Actual EFT only when the confirmed amount is available. Projected balance = Current balance + Pending transfer − Effective EFT.
Game Machine AccountWednesday EFT
Current Bank Balance
Pending GM Profit Deposit
$0.00
Previous Week GM Profit
$0.00
Calculated EFT at 56.49%
$0.00
Actual EFT Due Wednesday Optional override; leave blank to use calculated EFT
EFT Used in Projection
$0.00
Projected Game Machine Balance
$0.00
Surplus After EFT
$0.00
The default Wednesday EFT is 56.49% of the total net game-machine profit from the most recently completed Sunday–Saturday week. Enter an Actual EFT only when the confirmed amount becomes available; otherwise the calculated amount is used. Projected balance = Current balance + Undeposited GM profit − Effective EFT.
Card Settlement & Gas Company EFT
This one company both processes your debit/credit card sales and sells you fuel — so instead of two separate transactions, they net against each other into a single EFT. If your unsettled card sales are more than what you owe on outstanding fuel invoices, you get money back. If the invoice is more, you pay. Either way, it shows up as one deposit or withdrawal in the bank.
Last Settled EFT Date
—
Unsettled Card Sales Debit + Credit from Daily Reports, since the last EFT
$0.00
Outstanding Fuel Invoices From Fuel Invoices on Gas PO, since the last EFT
$0.00
Projected Net EFT
$0.00
Pulled directly from your saved Daily Reports and the Fuel Invoices / Fuel EFT Payments records on the Gas PO page — nothing to enter manually here. Upload invoices and EFT notices there as they arrive to keep this current.
Settlement Status — what's counted, and why
A quick way to see it working: the last EFT you uploaded marks the cutoff. Any card sales dated after it, and any invoice dated after it, are still unsettled and feed the projection above. Once a new EFT arrives, everything before its date drops out of the projection automatically.
This business is set to no gas station (Investment Position), so card sales aren't netted against fuel invoices here — they deposit on their own instead. Track and confirm them on Checks & Deposits → Credit & Debit Card Deposit Tracking.
Management Notes & Decisions
Manual finance and validation fields are saved automatically in this browser. Pending operating cash, outstanding checks, and pending game-machine deposits are calculated from your saved reports and status selections.
COAM
Coin Operated Amusement Machines
Import Historical COAM Data (Admin Only)
For bringing in past game-machine numbers when first setting this business up. Download the template, fill in one row per date, then upload. This only touches the three COAM fields below — everything else already saved for that date (Daily Report, Lottery, etc.) is preserved.
Daily Entry
SL #
Money In
Money Out
Profit
1
$0.00
2
Free Play Paid to Customer Doesn't reduce profit or EFT — tracked only for the drawer balance below
Net Profit (Money In − Money Out) This is what EFT is paid on
$0.00
Net profit = Money In − Money Out. Free Play doesn't reduce this — it's a customer incentive, not a deduction against what's owed on EFT.
Cash Register
Beginning Drawer Balance Fully automatic — computed from every prior day's activity, nothing to enter
$0.00
Ending Drawer Balance
$0.00
Ending Drawer Balance = Beginning + Money In − Money Out − Free Play. When a day ends above the register target, the next day's Beginning is capped back at the target — the excess is treated as routinely swept, so it doesn't just keep accumulating. When a day ends short of the target, the actual shortfall carries forward in full, since that's genuinely owed, and it rebuilds naturally as later days recover. Whatever's above the target on any given day is what actually gets deposited — tracked on Checks & Deposits, where marking a date deposited also records it in the Main Ledger. Net Profit above (Money In − Money Out) is a separate figure — that's what EFT is paid on, regardless of the drawer's day-to-day balance or what the money ends up covering.
EFT Validation
Upload a photo or PDF of the game machine terminal's own EFT report for this period — it's read automatically and compared against what's expected, so you can spot a mismatch before it becomes a problem.
Expected EFT is 56.49% of Distributable Profit, not raw daily profit — this accounts for the cash register target (set on Investment Position). Each day's drawer must first return to that target before anything counts as real, depositable profit; a day that only partly refills the drawer after a shortfall contributes $0 in distributable profit even if raw activity looks positive. Actual EFT payments are stored separately so the historical total remains available.
FUEL
Fuel Orders, Tank Readings & Invoices
Gas Tank Volume — Daily Report
Just the end-of-day tank readings — ordering isn't tracked here since invoices are uploaded directly below as they arrive, which already captures what was purchased.
Upload a photo or PDF of the fuel tank status/inventory report from the gas pumps — the tank levels are read automatically and filled into the table above, so you don't have to type each tank by hand.
Saved Gas Tank Readings
Fuel Invoices
This is separate from placing an order above — an invoice arrives days after delivery, and you won't get one every day. Upload it here whenever it comes in, keyed to the invoice's own date, not the order date. Once saved, the actual numbers are kept here permanently — you can delete the uploaded PDF itself right after (or let it auto-delete after 7 days).
Fuel EFT Payments
The actual bank draft, which can arrive a week or two after the invoice and may cover several invoices from that period at once. Upload it whenever it comes in, keyed to the EFT's own date.
Import Historical Lottery Data (Admin Only)
For bringing in past daily lottery summary numbers when first setting this business up. Download the template, fill in one row per date, then upload. This covers the daily summary fields only — not individual scratch-off box counts, since there are too many boxes to fit in a spreadsheet reasonably; box-level data still needs to be entered per-box in the app. Existing data for a date is preserved; only the columns you fill in are updated.
Georgia Lottery Daily Validation
Daily Report Values — Automatically Pulled
On-Lotto Sales
$0.00
Scratch-Off Sales
$0.00
On-Lotto Cash Payout
$0.00
Scratch-Off Cash Payout
$0.00
Total Lottery Sales
$0.00
Total Winning Payouts
$0.00
Georgia Lottery Terminal Report — Manual Values
Instead of typing these 8 numbers by hand every day, upload a photo of today's yellow terminal receipt and Claude will read it and fill them in for you — check them over, then save as usual.
Online Gross Sales
Cancels / Discounts
Online Cash Prizes
Online Commission Reported
Instant Sales / Settlements
Instant Cash Prizes
Instant Commission Reported
Other Adjustments (+/−)
Calculated Terminal Net Due
$0.00
Reported vs Calculated Variance
$0.00
Georgia Lottery's terminal closes its business day at a different cutoff time than this store's own daily close, so the terminal report for a given date can include a small slice of activity from the adjacent day. A small variance here can be a normal timing artifact rather than a data-entry error — use it to catch real mismatches, not to expect an exact $0.00 every day.
Scratch-Off Box Sales — 69 Boxes
Each box’s ticket price is fixed and its opening number is system-managed — both are locked and can only be changed by Admin. Everyone else just enters the closing ticket number each day. The prior saved closing number automatically carries forward as that box’s opening number for the next date; a brand-new box starts at 0. Quantity sold = Closing − Opening. If a pack sells out and a new one is activated mid-week, the closing number will be lower than the opening number — the app detects this and correctly counts the remaining tickets from the old pack plus the tickets sold from the new one, instead of showing zero for that day. Box sales = Quantity sold × Ticket price. Validation: a ticket number outside the valid range for that price (e.g. above 299 on a $300 roll) is rejected. If the app’s history shows boxes rolling over to a fresh pack today, the total number of packs logged as activated for today needs to add up to at least that many — it doesn’t have to be the exact same box, since box assignments change too often to track precisely. Log activations in bulk with the Number of Packs field below (Box # and Game/Pack Number are optional) and it covers any combination of today’s rollovers. The very first time a box’s numbers are entered (for example, when first setting this app up for a store already in business) never requires an activation, since that’s just recording where things already stand, not a new pack starting. And if a box’s price no longer matches its most recently activated pack, that’s flagged too. Boxes with an unresolved issue are highlighted in red and excluded from the totals until fixed.
Box
Ticket Price
Opening No.
Closing No.
Qty Sold
Box Sales
Game / Ticket
Scratch Box Total
0
$0.00
Daily Report Scratch-Off Sales
$0.00
Box Total Variance
$0.00
Activated Scratch-Off Packs / Bundles
How this works: the two fields that matter are Number of Rolls Activated and Total Value — enter those and you're done, whether it's a regular box refill, a fresh roll, or a bundle. Ticket Face Value, Tickets in Each Pack, Box #, and Game/Pack Number are all optional extras: fill in Face Value and Tickets if you want Total Value calculated for you automatically, or skip them and just type the total directly.
Scheduling model used here: an activation is assigned to the sales week beginning three Sundays after its activation week (not two), and the EFT statement is generated the following Sunday and paid that Tuesday. Example: a pack activated any day during the week of June 28–July 4 has its dues reflected in the July 19–25 sales/commission week, with the statement generated July 26 and paid Tuesday, July 28. Confirm the exact sweep date against the Georgia Lottery sweep calendar or terminal statement.
Activations for This Date
Only activations entered for the date above — for reviewing or fixing an entry. The full running list across all dates, the overall not-yet-settled total, and weekly EFT validation are all further down this same page.
Georgia Lottery — Weekly EFT Validation
Weekly Source Totals
Estimated vs Invoice vs Bank EFT
Verified against a real Georgia Lottery invoice, line by line: Online — Net Sales = Gross Sales minus Cancels, Free Tickets, Promo Free Tickets, and Promo Discounts; Commission = 6% of Net Sales (not gross); Net Online = Net Sales minus Cashes, Promo Cash Prizes, and Commission. Instant — Commission = 6% of (Settlements minus Returns); Net Instant = Settlements minus Cashes, Promo Credit, Returns, and Commission. Total = Net Online + Net Instant + Adjustments + the flat weekly Service Fee. Leave the Cancels/Free Ticket/Promo/Returns fields at 0 if that level of detail isn’t available before the invoice arrives — the estimate still improves once the invoice is in hand and those fields can be filled in from it. Treat the printed invoice and confirmed bank EFT as the sources of truth and investigate any variance against the estimate.
GA Lottery Activation Log
Full history of every activation logged across all dates. The two totals below cover only what's currently Pending (not yet settled) — this is meant to match your terminal's own printed Activated Pack Report; upload it above in Document Reconciliation (Finance & Validation) to compare. If the counts don't match, something's out of sync: either a pack was activated on the terminal but never entered here, or one that's actually been swept still shows Pending below.
REPORTS
Saved Operational Records
Saved Daily Reports
Saved Lottery Days
MAIN LEDGER
Cash Flow Tracker
Reset Main Ledger (Admin Only)
This permanently deletes every ledger entry — manual and system-synced. Use this only once, after testing, before going live with real numbers. This cannot be undone.
Import Historical Data (Admin Only)
For bringing in a previous system's records when first setting this business up — a spreadsheet export of past ledger activity. Download the template below, fill it in (or export your existing tracker to match these columns), then upload it here. Every imported row is tagged so it can be found and removed later as a batch, in case the import needs a redo.
Once an import is reviewed and no longer needed, everything from any import can be removed in one step — this does not touch entries added normally through the form or synced automatically from other pages.
Add or Update Ledger Entry
Ledger Filters
Cash Flow Ledger
INVESTMENT POSITION
Partner Contributions & Overall Store Investment
Investment Reconciliation
Reconciliation Summary The summary will update automatically based on the latest ledger entries, reconciliation dates, and partner-paid expenses.
Manage Partners
These are the people whose contributions and ownership are tracked below and available as "Paid By" options in the Main Ledger. Add each investing partner once; removing one keeps their historical ledger entries but drops them from future tracking.
Partner Investment Position
Use of Funds
Balance Sheet & Income Statement (Starter Report)
Built from your Ledger and Investment Position data. This is a starting point for internal use — not an audited statement. Have your accountant review before using it for taxes, lending, or a sale.
Investment Assumptions & Manual Adjustments
Bank and Register are fixed payment sources. Any additional fixed historical payer is tracked the same way — outside the system-user and investor roles.
USERS & ROLES
People, Responsibilities & Access Structure
My Profile
—
Team Directory
Profile
NOTIFICATION CENTER
Send & Schedule Notifications
Send a Reminder / Notification
Sent & Scheduled History
TEAM DEVELOPMENT
Recognition & Growth
Kudos Board
Skill Checklist
Coaching Notes (private — not visible to the employee)
PENDING ITEMS
Operational To-Do & Follow-Up Register
Add or Update Pending Item
Pending Items
SCHEDULE
Employee Shift Schedule
My Calendar
Your login isn't linked to a roster entry yet, so you can't add personal calendar items. Ask an Admin, Owner, or Store Manager to link your login in Users & Roles → Add/Update User.