The Cashout Report is a tool used to review all cashouts. From the Cashout Report module, customizing and generating reports, as well as saving reports is doable. It is also a great module for reviewing overages and shortages as well as conducting quick voids (for cashouts only). This module, like most others, also contains additional features to help further break down the report and get to the root of the information needed.
1. From the Billing menu, click Cashout Report.
2. To run the report based on a specific drawer, select the Drawer from the pull-down. Note: Only one drawer can be selected at a time.
3. To run the report based on a specific cashier, select the Cashier from the pull-down. Note: Only one cashier can be selected at a time.
It is important to select either the Drawer or the Cashier. Trying to select a drawer and a cashier that do not correspond will not yield any results when running the report.
4. To run the report based on a specific date range, enter the beginning and ending dates in the Date Range fields provided.
5. To display short and/or over cashouts, select the Short and/or Over check boxes. To remove voided cashouts from the report, select Remove Voided.
6. When all selections have been made, click Run Report.
In the General section of the report, the General ID number, the name of the Cash Drawer, Cashout Date, the Cashier, the Approver, the amount Left in Drawer, and whether the cashout has been Voided is displayed.
1. Click the ID link to open the original cashout, which can be reviewed, printed, and/or downloaded.
2. Click the Void button to voide cashouts, as needed.
If a cashout has been void, the date displays in place of the Void button.
a. If you click Void, a pop-up window displays: Are you sure you want to void this cashout? Click Yes to void. Click Cancel to cancel the void and return to the main screen.
Canceling the void will close the pop-up and take you back to the Cashout Report. If you selected Yes, another message will appear saying: This cashout was successfully voided. The column will then update with the date voided.
If a cashout is voided, all the attached transactions for that specific cashout will now be active for that drawer and will need to be re-cashed out. This is very important and could cause issues if the user has already taken other transactions since last cashing out the drawer.
The ability to void cashouts is determined by the Void Cashout permission enabled via Users > Profiles > Billing tab.
The next sections are for the type of payment, such as Other, Credit, Check, Money Order, Cash, etc. Each section has a column for Tendered Amount and Over/Short amount. A negative number indicates a short amount.
3. Click the Files & Comments button to view or attach files and post comments.
a. To view an attached file, click the corresponding link.
b. To add additional files, drag files directly into the box or click the Select button to browse for files.
c. Click the Scan File button for direct scanning; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
The option to delete files is set up by the district and may not be available to everyone. To delete a file, click the red minus sign (delete button).
d. The Comments section allows you to add internal comments. To add a comment, type the comment in the provided text box and click Post.
At the bottom of the page, the Current Page Totals is listed. The totals here will change as you navigate through the pages. Note: The Grand Totals will remain the same regardless of what page is displayed; this is showing the Grand Totals for all data generated.
If you use any of the filters to change the data, the Current Page Totals and Grand Totals will change. See Additional Features for more information on how to use filters.
You have the ability to save your report options before or after running the report.
a. To save a report, click the floppy disk save icon.
b. Enter the Report Name and click Save.
c. To edit a report name after saving, select the report in the pull-down, and then click the blue arrow icon.
d. Edit the Report Name and click Save.
e. In order to generate a saved report, from the Cashout Report screen, select the saved report from the pull-down; your report will generate automatically.
f. To delete a saved report, select the report from the pull-down and click the trash can icon.
g. Click OK in the confirmation message.
To navigate through the listed pages, click the Prev and Next buttons. To jump to a specific numbered page, type the number in the Page text box and press Enter.
Click the Excel icon in the Export section to export the report to an Excel spreadsheet, where it can then be saved to your computer.
To print the report, click the Print icon in the Export section.
a. You can add more than one filter to a column by clicking the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
See Filters for more information.