Why your reports can differ from Loyverse

Swann Retail and Loyverse both report your sales, but they don’t always show the exact same number for the same day. That’s usually not an error — the two count a few things differently, on purpose. This page walks through each reason, so you (or your accountant) can reconcile the two with confidence.

Tips and service charges aren’t sales

A tip belongs to your staff, and a service charge (surcharge) is added on top of the goods — neither is money you earned for what you sold. So Swann Retail keeps both out of your sales figures: they don’t count towards gross or net sales. This matches how Loyverse’s own Net sales works.

What you charged the customer still includes the tip and surcharge — only your sales total leaves them out. If your Loyverse and Swann sales line up except for the tips, this is why.

Days are grouped by your store’s local time

Swann Retail files each sale under the calendar day at your store. Your store’s timezone is set in Settings (it defaults to Bahamas time, America/Nassau). A sale rung at 11:55 pm goes on that day, not the next.

If your Loyverse back office is set to a different timezone, a late-night sale can land on a different calendar day there than it does here — so a single day’s total can differ even though the week or month matches. When two daily totals don’t agree, check the timezone on both first, and compare a wider range (a full week) to confirm the sales themselves match.

”Gross” and “net” can mean different things

Words like gross sales and net sales don’t mean exactly the same thing in every system. In Swann Retail:

• Gross sales is the value of what you sold before VAT and before refunds.
• Net sales is gross sales minus discounts and minus refunds (still before VAT).
• VAT collected is shown separately, not folded into your sales.

Loyverse may label or build these figures slightly differently — for example, treating VAT or discounts another way. When a number looks off, compare like with like: line up our net sales against the figure in Loyverse that’s also after discounts and refunds and before tax.

Refunds are shown as returns

A refund in Swann Retail is recorded as a return and subtracted from the sales for the period it falls in. If a refund happens in a different period than the original sale, that period’s net sales will be lower by the refunded amount — which is correct, but can look like a mismatch if you’re only comparing the original sale’s day.

Older history may not have come across

On Loyverse’s standard plan, a connected app can only read your last 31 days of sales. So if you didn’t turn on Loyverse’s Unlimited sales history before importing, sales older than about a month may not be in Swann Retail yet — and reports covering those older dates will be lower here than in Loyverse.

You can bring the rest across at any time — see Importing past sales.

Only completed sales count

Reports include completed sales only. These are deliberately left out:

• Voided and cancelled sales — they never earned revenue.
• Open tabs that haven’t been settled yet.
• Quotes — they’re estimates, not sales.
• Deposits owing — a sale that’s taken a deposit but isn’t paid in full doesn’t count until it’s completed.

Loyverse may surface some of these differently, so a report that includes unsettled or voided items there can read higher than the same report here.

Cost of goods: two ways to value it

If you look at profit or cost-of-goods figures, Swann Retail can value your sold stock two ways:

• at its current cost, or
• at the cost recorded at the time of the sale.

These can differ when an item’s cost has changed since you sold it. Loyverse typically reports one basis, so make sure you’re comparing against the matching one.

A few smaller things

• Penny rounding. Swann Retail rounds VAT on each line and adds them up; Loyverse may round once on the whole receipt. That can leave a one- or two-cent difference on a big receipt — expected, not an error.
• Cancelled receipts from Loyverse are skipped on import (they earned nothing), so they won’t appear here.
• Loyalty points aren’t carried across, so a sale a customer partly paid for with points imports with the points portion left off the tender.
• Payment-type breakdowns (cash vs card) aren’t shown in these reports.

Still doesn’t add up?

If two totals differ by more than the reasons above can explain, it’s worth a closer look. Compare a single day in both systems with the timezone confirmed, check for a refund or void in that window, and reach out to support with the date and both figures.