On the Cloud edition the owner portal shows two pages from each shop's own books: the Day book, every entry of one business date, and Profit & loss for any period, for one branch or all of them together. Both are read-only. The store PC keeps the books; the portal shows the entries it was sent and never changes one.
The store PC must run BooksPOS 1.1.0 or later for its books to reach the cloud. The figures are the store PC's own: for the same dates and the same branch, the portal's profit and loss equals Reports › Profit and loss on the store PC, and the Day book lists the same entries as Accounts & books › Day book there.
What you need
- The Cloud edition, with the store PC paired and syncing. See Pairing with BooksPOS Cloud and sync status.
- BooksPOS 1.1.0 or later on the store PC. Update it under Settings › System & updates on that PC; see Automatic updates at night. Until then the branch shows Not reported yet on both pages.
- A portal account. Every role can open both pages: Owner, Manager, Accountant and Viewer. See Team accounts and roles in the owner portal.
The first time, the store PC sends its books from the very first entry, oldest first, up to 2,000 lines every sync round. A new shop is done in seconds; a shop with years of entries can need an hour or more, and keeps billing meanwhile. While that runs the branch is marked Still arriving. After that, each new entry goes up with the next sync, within about 15 seconds of the bill being saved while the shop has internet.
The Day book
Open Day book in the menu, under Overview.
- Choose the Business date. It starts on today's date in Pakistan; Day before, Day after and Today move a day at a time.
- Choose a branch at the top, or leave All branches.
- To find one entry, type in Search and choose Show: part of an entry number (JV000042), a bill or document number (S000017), a word from the memo, or the name of a customer or supplier.
Entries are listed newest first, 30 to a page. Each entry shows:
- its number (for example MAIN-JV000042), what posted it (Sale, Sale return, Purchase, Expense, Customer receipt, Shift close and so on) with the document's own number, the memo and the time it was posted;
- its lines: the account's code and name, the customer or supplier the line belongs to, and the amount as a debit or a credit.
The cards and the last row give the total debit and total credit of the entries listed. The two are always equal, because every entry balances.
A bill voided on the same day is not removed. The void is an entry of its own, marked Void, with every line of the bill the other way round, so the two cancel and both stay in the book. A customer or supplier is shown by the name they had when the entry was sent.
Profit & loss
Open Profit & loss in the menu, under Overview.
- Choose the period: Today, Yesterday, This month, Last month, This year or Financial year (from 1 July), or type the From and To dates and choose Show these dates. Both dates are included, and an entry counts on its business date.
- Choose a branch, or leave All branches for the branches added together.
The statement reads from top to bottom:
| Line | What it is |
|---|---|
| Sales | what was billed, after discounts and before tax |
| Less sales returns | what customers brought back |
| Net sales | sales less returns |
| Cost of goods sold | what the copies that were sold cost you, at their average cost when they were sold |
| Gross profit | net sales less that cost, with the margin as a percentage of net sales |
| Expenses and losses | one line for each account, with its code: rent, wages, electricity, Stock adjustments (stock written off or found), Cash over / short (a drawer that did not match), Rounding and the rest |
| Net profit | gross profit less the expenses and losses |
With All branches, the By branch table beside the statement gives each branch's net sales, expenses and net profit; choose a branch code there to open its own statement. The portal's dashboard also shows Net profit this month.
Some money is on no line, because it is not income or an expense. Sales tax and FBR's Re 1 POS Service Fee are owed to FBR. A parent's advance is owed to the parent until it is used on a bill. A khata recovery, a payment to a supplier, cash taken to the bank and stock sent to another branch only move money or stock from one place to another. A purchase is stock until it is sold. Rounding can be a minus figure, when bills were rounded up more than down.
How fresh the figures are
Each branch has a line at the top of both pages:
- Data as of a time: the branch synced then, and the portal has every entry posted up to it.
- STALE: the branch has not synced for 15 minutes, usually because the shop's internet is down. The shop may be billing right now; its entries arrive when it is back.
- Still arriving: the store PC is sending its history. The Day book shows what has arrived. Profit and loss for that branch, and any total that includes it, is headed so far (not final) and changes until the last entry is in.
- Not reported yet: the store PC runs a version before 1.1.0. The branch is in no total, and the page says which branches are left out. Nothing is shown as zero.
After a store PC is restored from a backup, or paired again, it sends its books again from the start. The portal keeps the books it had until the new sending is complete, then drops any entry the restored PC no longer has.
What is sent to BooksPOS Cloud
For these two pages a Cloud edition store PC sends its chart of accounts and every entry of its books: the number, date and time, the document it came from, the memo, and each line's account and amount with the customer's or supplier's name. A memo can hold a name, a document number, or the reason a member of staff typed for a void, a return, an adjustment or an expense. A CNIC, phone number, address or a customer's notes are never sent with an entry. The Offline edition sends none of it and keeps its books on the store PC.
Common questions
Why does a branch say "Not reported yet"?
Its store PC runs a version of BooksPOS before 1.1.0, which does not send the books. Update it under Settings › System & updates on that PC; the branch fills in by itself after its next sync.
Why does profit and loss say "so far (not final)"?
The store PC is still sending its history, oldest first, so recent days may be missing. Wait until the branch no longer says Still arriving; the statement is then the same as on the store PC.
Why is net profit different from sales minus purchases?
Profit counts the cost of the copies sold, not of everything bought. Books bought and still on the shelf are in the stock value, not in the costs. See Reports for the owner.
Can I correct an entry from the portal?
No. Entries are made on the store PC by bills, purchases, payments and the rest, and a posted entry is never edited. A mistake is put right there with a void on the same day or a new entry. See The day book, trial balance and closing the books.
Can I read them on my phone?
Yes. The owner portal works in a phone's browser, and both pages fit a phone screen.
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Last updated 30 September 2026. Still stuck? Contact us.