How to reconcile tenant POS sales with daily declarations

Agree what the figures represent

Record the business date, unit, currency, sales basis and cut-off for each source. Ask whether discounts have already reduced the figure, whether it includes indirect taxes, and where the tenant records returns. Identify any order channels the agreement includes. A retailer’s export labelled “net sales” can follow a different convention from the mall’s monthly statement. Keep a small mapping alongside the reconciliation so a change of store accountant does not change the calculation.

Mall Metrics’ Sales Recon Analysis shows POS sales and day-wise manual figures alongside a third source labelled “CA Certified Sales” in the Indian demo. For a mall elsewhere, identify who issues the agreed month-end statement and whether an accountant’s certification is required by the lease. Confirm how that source will map to the report. They answer different questions. The daily declaration can help operations follow up quickly. The third figure becomes relevant when the applicable statement and period are available. A missing statement should remain outstanding until it arrives.

Follow one variance to its cause

In this illustrative Indian shopping mall example, a store’s accepted POS total for June is ₹31.80 lakh. Its signed declaration is ₹31.50 lakh on the same stated basis. With the comparison defined as POS less declaration, the difference is positive ₹30,000. First look for the dates contributing to ₹30,000. Comparing 30 daily rows is generally quicker than asking the store to resend an entire month of invoices.

Assume one affected trading day accounts for ₹18,000. The tenant confirms that its manual file omitted a till. Another ₹12,000 relates to a return posted on 1 July against a June sale. Obtain the relevant documents and apply the agreed return-period rule. If the rule puts the return in July, correcting the missing till raises June’s declaration to ₹31.68 lakh and a ₹12,000 timing item remains to explain. Finance can record the bridge and check July when it closes.

Make the outcome usable at month-end

Record the original amount, corrected amount, reason, evidence reference, reviewer and time of approval. Maintain a separate status for an explained timing difference and a correction awaiting tenant confirmation. A later accountant-certified statement, where applicable, may reopen a previously explained month. Preserve the earlier version so the finance team can trace an issued statement back to its evidence.

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