Cashout Report

The Cashout Report is an Accounts Receivable 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.

Generating the Cashout Report

1. From the Accounts Receivable menu, click Cashout Report.

From the Cashout Report tab, there are many options for running the 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.

For a quick search, use the Filter text box to begin typing the name or number of the information displayed in the pull-down. In this case, you could begin typing the name of the cash drawer. Note: This feature is available on most pull-downs.

3. You can also run the report based on a specific Cashier. Select the Cashier’s name 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.

For a quick search, use the Filter text box to begin typing the name or number of the information displayed in the pull-down. In this case, you could begin typing the name of the cashier. Note: This feature is available on most pull-downs.

Cashout Report

4. You also have the option to run the report based on a specific Date Range. Enter the beginning and ending dates in the date fields provided.

5. The option to customize the report to show Short and/or Over cashouts is available via the Short and Over check boxes. You can also select the check box to Remove Voided cashouts from the report.

6. When all selections have been made, click Run Report.

You have the ability to save your report before or after running the report.

  1. Click the floppy disk Save icon to name and save your report.
  2. You can also click the Trash Can icon to delete saved reports.
  3. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
  4. 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.
Understanding the Cashout Report

The Cashout Report will generate several different sections including the General section: the Cashout 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.

1. Click the ID link to open the original cashout, which can be reviewed, printed, and/or downloaded.

When a customer credit payment is processed as a result of a refund via Point of Sale, the transaction does not display in the cashout.

2. To print, click the printer icon located in the upper right corner of the screen.

Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.

a. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.

3. Click the Void button to voide cashouts, as needed.

If a cashout has been voided, the date displays in place of the Void button.

Voids cannot be performed on cashouts linked to cash drawers that have been Portal Enabled on the Cash Drawer Setup screen.

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 next section is Cash: Tendered Amount and Over/Short amount. A negative number indicates a short amount, as shown in the image provided.

After the Cash section is the Credit and EFT sections: Tendered Amount and Over/Short amount. The image shown only contains zeros because no credit was run or electronic funds transferred for these specific cashouts.

The Check section also contains a Tendered Amount and an Over/Short amount. As you can see in the image shown, there were several checks collected. There is also some shortage indicated by the -2,580.00. Notice the over amount shown: 60.00 indicated by a positive number.

The Money Order section displays the Tendered Amount and the Over/Short amount.

The last section is the Other section. This displays any other monies tendered, such as credit cards not being run via Focus.

4. 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 sift through pages. In the image shown, the Current Page Totals is just for page 1. Note: The Grand Totals will remain the same regardless of what page is displayed; this is showing the Grand Totals for all data generated.

The Current Page Totals and Grand Totals will displays for every column of every section. For example, the image provided shows the totals for the Cash section (Tendered Amount and Over/Short).

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.

Additional Features

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 allows you to export the report to an Excel spreadsheet.

To print the report, click the Printer icon in the Export section as shown in the image above. Depending on browser settings, this will generate a print preview where you will have the ability to change the layout, print two-sided, etc.

Click Filters to further breakdown your report without having to change the report criteria and rerun the report.

a. To add more than one filter to a column, click 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.

You can also sort data by clicking on any of the headers that contain the black double arrows. Click once for ascending results; click twice for descending results.