Know which report a commission period came from
Record source system, report name, export timestamp, date basis, filters, row count, totals and storage reference in a downloadable source report register.
Two exports from the same system can cover the same week and still contain different activity. Report type, date basis, staff filters and item categories all matter. This register records those choices at the moment a file is obtained so the next reviewer does not have to guess them from its filename.
The useful part
Record the report settings as well as its totals. Files that overlap are alternative or partial views, not automatically amounts to combine.
Your working files
Download blank templateCSV · Column headings only. Add your own records to a copy.Download fictional exampleCSV · Completed sample records in AUD. Use for practice, not a live close.Register the source before transforming it
Give the untouched export a stable reference before renaming columns or removing unnecessary personal details from a working copy. Record what the source interface actually says, including the report title and date field. Do not label a file “sales for the week” if it is filtered to one staff member or one item category.
Save the settings that affect coverage
| Field | What to enter |
|---|---|
| Report ID / Source system | Your local report reference and the exporting product or source. |
| Report name / Filename | Actual report title and exact saved file name. |
| Exported at | Timestamp with timezone offset when known. |
| Period start / Period end | Inclusive date filter used in the source. |
| Date basis / Timezone | The date field selected and its source timezone. |
| Filters | Staff, categories, locations and other active filters. |
| Data rows | Item rows excluding the header and any totals. |
| Signed sales AUD / Signed tax AUD | Comparable source totals, with refunds signed. |
| Recorded by / Storage reference | Who registered the file and where its preserved copy is kept. |
| Relationship to other reports | Overlap, replacement or subset relationship; blank only when none is known. |
Two fictional reports, one overlapping period
The first example covers all three sample lines: $143.00 signed sales and $13.00 supplied tax. The second includes services only: the $220.00 service and −$110.00 refund, giving $110.00 sales and $10.00 tax. The $33.00 sales difference is the retail item, including its $3.00 tax. Combining both reports would count the service activity twice.
| Report | Rows | Sales | Tax |
|---|---|---|---|
| All items | 3 | 143.00 | 13.00 |
| Services only, same dates | 2 | 110.00 | 10.00 |
| Difference: retail item | 1 | 33.00 | 3.00 |
Investigate before replacing a file
A later export timestamp does not prove that the earlier file was wrong. It may include a later adjustment or a changed filter that needs a specific explanation.
- Compare report names, date bases and filters first.
- Check the row count and signed totals under equivalent scope.
- Inspect changed references when a later export differs.
- Record whether the new file replaces, overlaps or supplements the original.
Use a reference that another reviewer can follow
Record a controlled folder or document reference without putting passwords or access tokens in the CSV. A path that works on your computer may not work for another person, so check the handover separately. This register neither connects to a provider nor verifies a file’s origin automatically; it preserves the observations you have checked.
Put it to work.
Check scope and assumptions before changing the commission calculation.
Diagnose a report difference