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View and Edit Electronic Journal Reports
Customize filters for transaction research and record store transactions in Retail Cloud.
For detailed information on EJ functionality, including how to save and share reports, see EJ, Save & Share EJ Reports. Manage access to this feature through the 'ANALYTICS' permission, which can be configured via CMS User Management.
Use cases for the Electronic Journal could be any of these:
-
Loss Prevention
- The ability to look at specific transactions
- The ability to look at specific sales associates and transaction types (that is, voids, no sales, returns, and so on).
- Missing Transaction
- The ability to review before and after a missing transaction to determine the cause.
- Completed Transactions
- The ability to verify that a transaction was posted to the database after an issue with the register.
- Reconciliation
- A quick search for specific transaction amounts to verify posting.
View and Generate Reports
- Go to .
- Adjust the the search filters to see specific transactions details.
- Select .
- (Optional) To download a receipt, select under PRT Receipt. To enable PRT Receipt, configure Transaction Print Receipt template and turn on in the store settings. The EJ uses use the updated email template only for new orders after the update. Older orders use the previous template.
- (Optional) To download a report, select . For a list of events that Point of Sale can stream, please refer to Point of Sale Data Exports.
Certain scenarios, like stopping or relaunching the POS app and app crashes, can skip transaction numbers without a record in the EJ. It's recommended to set session timeouts to prevent skips when the iPad stops working with an open session.
Supported transaction types:
| Transaction Type | Description |
|---|---|
| Sales & Returns | |
| Sale | Standard transaction where a customer purchases items, and payment is processed |
| Employee Sale | Sale transaction with special pricing or discounts applied for employees |
| Return | Transaction where a customer returns a purchased item for a refund |
| Employee Return | Return transaction initiated by an employee for items purchased with employee discounts |
| Exchange | Transaction where a customer exchanges an item for another, often involving a price adjustment |
| Employee Exchange | Exchange transaction for an employee, typically with discounts or special pricing |
| Return Price Correction | Price adjustment applied to a return, typically due to pricing discrepancies |
| Price Correction | Modification made to an item's price after the original transaction was completed |
| Void | Transaction where a cart has been canceled |
| Line Item Void | Transaction where a specific item in a cart is canceled |
| Transaction Discount | Discount applied at the order level |
| Cash Management | |
| Bank Deposit | A processed bank deposit at the end of a store closing for the day |
| Cash Audit | A verified cash on hold of a till |
| Cash Transaction Canceled | Customer cancels a cash transaction for an order before checkout |
| Paid Out | Cash is paid out from the till |
| Pain In | Cash is added to the till |
| Till Float | Initial amount of cash of a till |
| Safe Float | Amount of cash kept in the safe |
| Reconcile Till | Till is verified at end of business day and reason codes are selected for any variances |
| Reuse Old Till | Till from a previous day is used at the start of a business day |
| Order Management | |
| Create Till | Cash register setup at start of business day |
| Edit Order | An existing order is modified |
| Edit Refund | An order is edited and the total is less than the original balance |
| Edit Sale | An order is edited and the total is greater than the original balance |
| Suspend Sale | Cart is suspended |
| Resume Sale | Suspended cart is resumed |
| Miscellaneous | |
| Login | User is logged into the POS app |
| Logout | User is logged out of the POS app |
| Miscellaneous 1 | General category for unspecified transactions |
| Miscellaneous 2 | Another general category for unspecified transactions |
| Mixed Cart | Transaction involving items with different fulfillment types |
| No Sale | Transaction where no sale is made, often used to check the till |
| Offline | Transaction that occurs when POS app is not connected to the network |
| Pick Up | Transaction where a customer picks up an order |
| Reward Card | Transaction involving rewards or loyalty points |
| Store Close | Process to close the store and finalize all transactions for the day |
View Line Item Voids
For app builds 8.9.1 and above, the EJ report was enhanced to record events when items are removed from the cart or there is a quantity reduction during cart creation (sale, return, exchange, or resumed suspended cart).
For example, when items are added to the cart on the POS app and they are removed (for example, the customer no longer wants an item) then the EJ report records the event as . Additionally, when an item's quantity is decreased in the cart, the EJ report also reports that as L.
View Reason Codes
The EJ report records Reason Code events for scenarios such as Cash in/Paid, Price Override, Transaction Voids, and No Sale transactions in the POS app. This is supported in both online and offline modes. For example, if a cart was voided with a Reason Code submitted, it shows in the EJ report. To learn more about Reason Codes, see Reason Codes.
Exporting an Electronic Journal File
Create a CSV file with Electronic Journal (EJ) data in Point of Sale CMS when you need to aggregate or merge data from multiple source fields into a single target field.
To export the EJ into a CSV file, the Field Mappings need to be configured. For 1:1 mapping, each Point of Sale field is mapped to a corresponding field in the target data. For N:1 mapping, multiple Point of Sale fields can be mapped to a single Output Field.
N:1 Mapping
- Go to .
- Select .
- Map the fields.
- Select the mapped field (for example, ).
- Select the setting icon.
- Enter the separator (for example, comma (,)
- Select and .
EJ Response and Export Fields:
| Response Field | Export Field | Field Type (Max Size) | Description |
| Store ID | storeID | String (128) | Unique identifier of a store |
| Register # | storeRegisterID | String (30) | Unique identifier of a register |
| Trans Time | eventTimeStamp, eventTimeStampMs |
Date/ Long |
Timestamp of transaction |
| Trans Type | transactionType | Enum | Transaction type |
| Trans # | transactionID | String (128) | Unique identifier of a transaction specific to the register and the day. This means that the number will reset to 1 for each register's first event on the next day. It is expected to see the same transaction number across registers and stores. It is also expected to see repeated transaction numbers for the same register, for example, in the case of an exchange where the return and the new sale will have the same transaction number. |
| Associate | storeAssociateID | String (128) | Unique identifier of an associate |
| Amount | transactionAmount | BigDecimal | Transaction amount (includes tips) |
| Tax | taxAmount | BigDecimal | Tax amount |
| Tax Exemption | taxExemptionAmount | BigDecimal | Tax exemption amount |
| Cash | cashAmount | BigDecimal | Transaction amount paid via cash |
| Credit Card | creditCardAmount | BigDecimal | Transaction amount paid via credit card |
| Gift Card | giftCardAmount | BigDecimal | Transaction amount paid via gift card |
| Check | checkAmount | BigDecimal | Transaction amount paid via check |
| Miscellaneous | miscellaneousAmount | BigDecimal | Transaction amount paid via miscellaneous |
| Finance | financeAmount | BigDecimal | Transaction amount paid via finance |
| Other Tender | otherTenderAmount | BigDecimal | Transaction amount paid via other tenders (e.g., Reward, StoreCredit, PBL, Remote PBL) |
| E-Comm | ecommAmount | String (128) | For e-commerce orders, the amount will be populated in this field instead of transaction amount. |
| Offline | isOffline | Boolean | Indicates if the transaction is initiated offline mode or not |
| Order # | orderID, ecommOrdeID |
String (128) | Unique identifier of an order. For e-commerce orders, the ecommOrderID will be populated. |
| Store Type | storeType | String (50) | Store type, i.e., regular, popup, outlet, or kiosk |
No Return Receipt |
NA | Boolean | Indicates if the return/exchange transaction is initiated through no receipt return flow |
| Total Discount | totalDiscount | BigDecimal | Total discount includes discount due to transaction discount, price override, and promotion coupons. |
| Credit Tip Amount | BigDecimal | Total tip amount | |
| Penny Rounding | BigDecimal | Penny rounding amount | |
| Variance | variance | BigDecimal | Variance amount for bank deposit variance and till reconcile variance |
| Notes | String | This is a catchall field depending on the event type. It stores the following based on event:
|
|
| PRT Receipt | NA | URL | Download the EJ receipt |
| Approver ID | approvingManagerId | String | Manager ID used to approve overrides on POS app |
Known Electronic Journal Issue and Restrictions
Understand common problems that may occur when working with Electronic Journal in Retail Cloud CMS.
- When viewing receipts, you may see duplicate text, "GiftCard GiftCard 6023", under Payment Method when a gift card is used. This is due to the Payment Method being rendered using paymentMethod, cardType, and cardNumber. For credit cards, it'll show, for example, "CreditCard mc 9999". However, for gift cards, it'll show "GiftCard GiftCard 6023".
- For security purposes, URLs to download receipts are active for only five minutes and will expire after the allotted time. This means that if you stay on the Electronic Journal screen for more than five minutes, selecting won't be accessible. Instead, it shows you an error message indicating that the request has expired. If this occurs, refresh the screen, but you'll need to set the filters again.
