Scanned vs Keyed
The Scanned vs Keyed report answers the question: are our cashiers actually scanning? For every merchandise line rung up in a date range, the register records how the item got onto the sale — scanned with the barcode reader, found by searching for the name, or keyed in by number. This report totals those up per cashier (or per store) and gives each one a Scan %.
It's the report to reach for after a round of new hires, or when items are ringing up as the wrong product and you suspect numbers are being typed from memory. Scanning the tag is faster and it removes the chance of typing a digit wrong.
Find it at Reports → Registers → Scanned vs Keyed.
Running the Scanned vs Keyed report
- Go to Reports → Registers → Scanned vs Keyed. It opens showing today.
- Set the From and To date boxes for the period you want. A full week gives a fairer picture than a single day.
- Optionally narrow to one Store or one Employee.
- Choose By cashier (the default) or By store.
- Click View.
Rows come back worst first — the lowest Scan % at the top — so whoever needs a refresher is the first line on the page.
What the columns mean
| Column | What it counts |
|---|---|
| Scanned | Lines added by scanning a barcode. |
| Searched | Lines added by typing part of the item's name and picking it from the list. |
| Keyed | Lines added by typing the item number. |
| Entered by hand or scanner | The three above added together. This is the total the percentage is worked out from. |
| Scan % | Scanned ÷ Entered by hand or scanner, as a percentage. |
| Automatic (not counted) | Lines the system put on the sale by itself. |
Why "Automatic" is kept separate
Plenty of lines reach a sale without anyone choosing them: fuel and freight surcharges, delivery charges, and every item that comes from a hot-button screen such as an ice cream workflow, where the cashier taps Chocolate rather than scanning a tag.
None of those could have been scanned, so counting them would drag down the score of whoever happens to work the counter where they occur — often the busiest, most experienced person on the floor. They're reported in their own column and left out of the Scan % entirely.
This is worth remembering when comparing two cashiers: a low Entered by hand or scanner total with a high Automatic total means that person mostly rings items that were never scannable, and their percentage is based on a small handful of lines.
Seeing the individual lines
Tick Show detail and click View to get one row per line instead of a summary. Each row shows the receipt, the date, the store, the cashier, the item, how it was entered, and — in the last column — exactly what was scanned or typed.
That last column is the useful one when you're chasing a specific problem. If a cashier keyed 62000588 and the wrong plant came up, the detail view shows you the number that was actually entered, next to the item it landed on.
The detail view returns at most 5,000 lines, so narrow the dates or pick a single store if you're looking at a busy period.
Getting the numbers out
Click the download icon above the table to save what you're looking at as a CSV, which opens in Excel.
A note on older receipts
The register only started recording how an item was entered from the point that feature was added, so receipts from before then show as Automatic. If you run this report over a long period and the older weeks look strange, that's why — compare recent periods with each other rather than reaching back across that boundary.