Store Operations Management
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Store Operations Management
Read-only investor view — you can see all operations data, but nothing here can be edited.
DAILY REPORT
Sales, Payments & Cash Reconciliation
Sales Grand Total
$0.00
Payment Total
$0.00
Payment Variance
$0.00
Cash to Deposit
$0.00

Inside Sales

SL #Sales DepartmentAmount
Department Sales Subtotal$0.00
27High Tax Collected
28Low Tax Collected
29Scratch-Off Sales
30On-Lotto Sales
31Money Order Sales
32Gas Sales
Sales Grand Total$0.00

Payouts & Cash Drops

ItemAmount
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

GradeGallons SoldSales AmountAverage / Gallon
Regular
Plus
Premium
Fuel Grade Totals0.000$0.00
Reported Gas Sales$0.00
Gas Sales Variance$0.00MATCHED
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 #DepartmentCommentsPaid ByAmount
Store Expense Grand Total$0.00

Vendor Payout / Inventory Purchase

SL #Paid ToCash AmountCheck AmountCheck #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.

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.
    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.

    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.

    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

    Daily Entry

    SL #Money InMoney OutProfit
    1$0.00
    2Free 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.

    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.
    BoxTicket PriceOpening No.Closing No.Qty SoldBox SalesGame / Ticket
    Scratch Box Total0$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

    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

    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

    Add or Update Shift

    Upcoming & Recent Shifts