Reviewed October 17, 2026. This practical guide replaces an earlier general overview; the original publication date and URL are retained.
A weekly dashboard can mislead when “sales,” “refunds” and “settlement” mean different things in different systems. A data dictionary gives each metric a definition, owner and source. This modest document is often more useful than adding another chart to numbers the team cannot consistently explain.
Start with the business question
Choose a few measures tied to actual decisions, such as whether deposits reconcile or which orders remain unresolved. For each measure, name the person who uses it and the action it informs. Avoid collecting a field merely because a vendor export makes it available.
Write a definition that survives an exception
State whether the number includes tax, tips, refunds, canceled orders and fees. Specify the time zone and the event date used: order creation, authorization, capture or settlement. Record how a late adjustment changes the report. Include a short worked example so two employees can check whether they interpret the definition the same way.
Map the source and access requirements
Identify the system, export or API field, refresh timing and owner. Keep sensitive fields out of general reports unless there is an approved need. A transaction reference can link to a controlled source record without copying all customer and payment details into every spreadsheet.
Review changes before comparing periods
Version the dictionary when a provider, business location or accounting method changes. Mark reports that use different definitions rather than displaying an uninterrupted trend line. For a seasonal Florida operation, explain whether closed days or temporary locations are included before comparing one operating period with another.
Source and next steps
FTC business security guidance provides a reference for limiting and protecting business-held information. The metric definitions here should be adapted to your own systems and accounting review. Read FTC Start with Security business guide.
Continue with Payments Data: Build a Weekly Operating Review From Source Records and How to Read a Merchant Processing Statement Without Losing the Detail.
For the regional operating checklist and further reading, use the AMS Florida merchant guide. Explore related topics in Eric Kuvykin’s reading paths.
