Enter an address, a send hour and which day's figures on each location and the closeout report arrives by email automatically. From the reports themselves you can email store account and layaway statements to customers and suppliers, and mark outstanding store-account sales paid or unpaid.

You don't have to log in to know how the day went. PHP Point Of Sale can email you the closeout figures on a schedule, and it can email your customers the statements they'd otherwise call about. Everything on this page depends on working outbound email, so if your store isn't sending email yet, start with email, SMS and notifications.

Set up the automatic daily report

The automatic report is configured per location, on the location itself:

1. Open Locations and edit the location.
2. On the Location Information tab, fill in Auto E-Mail Reports Address — the address the report goes to. An owner's inbox, a manager's, or a shared address your bookkeeper reads. Leaving it blank turns the automatic report off for that location.
3. Choose the Auto E-Mail Reports Time — the hour of day the email goes out, in that location's timezone.
4. Choose Day to email report for: Previous Day (the default) or Current Day.
5. Click Submit.

Previous Day is the natural morning report: yesterday's complete figures with your coffee. Current Day suits an evening send, when you want the day so far without waiting for the morning. Because the setup is per location, each store can report to its own manager at its own time — and a location with no address configured simply sends nothing.

What the email contains

The automatic email is the Closeout summary report for that location and that day, rendered right in the message body — the same sections you'd see under Reports → Closeout: all transactions, sales, returns, discounts, payments, register tracking and the rest (see sales and closeout reports). The subject line is Daily Report followed by the date the figures cover. Each email covers only its own location's numbers.

A few details worth knowing:

• The schedule runs for you as part of the cloud service — there is no job to set up or server clock to mind.
• The send is matched on the hour: an email configured for 6:00 goes out during the six o'clock hour in the location's timezone, not at an exact minute.
• The message is sent using the same address you entered as the recipient.

The Locations screen also holds two related per-location automations: Receive stock alerts with a Stock Alert Email (low-stock alert emails, optionally limited by Alert only for items with re-order level), and settings to e-mail all sales or receivings receipts to an address. See locations and registers.

Email statements to customers

Two statement reports can go straight from the screen to a customer's inbox:

• Store account statements — open Reports → Store Accounts → Store Account Statements. Pick a customer (or run all customers), set the date range, and choose the options: Pull payments and sales by (Sale Date or Payment date), Hide Items (totals only, no line items), Hide Paid and Show Manual Adjustments. The statement shows every charge and payment with a running balance — the receivables view for stores extending credit through store accounts and credit.
• Layaway statements — open Reports → Suspended Sales → Layaway Statements. Pick a customer or run them all, with Hide Items and Hide Paid options. Each statement shows where the layaway stands — what's been paid and what's still due. See suspended sales, layaways and estimates for how layaways work.

To send one:

1. Run the report for the customer.
2. Click the Email Statement button on their statement. The button only appears when the customer has an email address on their customer profile — add one there if it's missing.
3. The system confirms with Email sent. The customer receives the statement exactly as you see it, as an HTML email.

Statement emails are sent from your location's Email address (falling back to the system's no-reply address if none is set), and the location's CC Email and BCC Email settings are honored — set a BCC to your own bookkeeping inbox and you get a copy of every statement that goes out. A Print button on the same screen prints the statement instead.

Supplier statements too

If supplier store accounts are enabled, the same flow exists on the payables side: Reports → Store Accounts has a suppliers section with Store Account Statements for suppliers, emailed to the supplier's address on file with the same Email Statement button. These reports are gated by the separate Supplier Store Accounts report permission. See suppliers.

Mark store account sales paid or unpaid

The Store Accounts category is also where you reconcile what's owed:

• Outstanding Sales lists every sale still owed on customer store accounts. Each row has Mark as Paid; a Mark ALL as Paid action settles a customer's whole list at once, and Mark as Unpaid reverses a mistake — say, a payment that bounced. Tick Show Paid Sales to include what's already settled.
• The supplier twin, Outstanding Receivings, does the same for what you owe suppliers, with a Show Paid Receivings option.

Review the report, flag what changed, send the statement: the whole receivables pass happens in one place, without reopening each sale. These actions require the Store Accounts report permission (customer side) or the Supplier Store Accounts permission (supplier side) in permissions and templates.

Common questions

How do I get a sales report emailed to me every morning? Edit your location under Locations, enter your address in Auto E-Mail Reports Address, pick a morning hour in Auto E-Mail Reports Time, and leave Day to email report for on Previous Day. Yesterday's closeout arrives during that hour each day.

Can each of my stores email its own manager? Yes. The address, hour and day setting live on each location, so every location sends its own closeout to its own recipient on its own schedule.

Can I change which report gets emailed automatically? No — the automatic email is the closeout summary report, which is the daily all-in-one (sales, returns, discounts, payments, register tracking). For any other report, run it in Reports and export it; statements have their own email buttons.

The daily email didn't arrive. What do I check? First the spam folder. Then confirm the location actually has an Auto E-Mail Reports Address set, and that your outbound email works at all — send a test through email, SMS and notifications. Remember the send hour is in the location's timezone, and the email covers only that location.

Why is there no Email Statement button for a customer? The customer has no email address on file. Add one on their customer profile and rerun the statement.

Can I get a copy of every statement my staff emails out? Yes — set the BCC Email (or CC Email) on the location. Every statement email honors those settings.

How do I stop the automatic daily report? Clear the Auto E-Mail Reports Address on the location and save. No address, no email.

A customer paid their account balance — where do I record that against the old sales? On Reports → Store Accounts → Outstanding Sales: mark the settled sales paid (or Mark ALL as Paid for the customer), then email them a fresh statement from Store Account Statements.