FO Operator Cash Out Report (Cloud) 🎥
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The Operator Cash Out Report is a key end-of-shift control tool for front desk and accounting teams. It summarizes all payment activity by operator, comparing what the system records with what each user reports at the end of their shift. This ensures that every cashier’s totals balance accurately before the night audit. The Operator Cash Out report screen can be divided into three main sections:
- Operator Cash Out: the filter and selection area used to generate the report.
- Operator Totals: a summary of each operator’s system-recorded totals versus reported totals, highlighting any overages or shortages.
- Transaction Details: a detailed listing of all individual transactions recorded by each operator during the selected period.
Together, these sections provide a complete picture of daily front desk activity and ensure accurate end-of-shift reconciliation.
Path: Front Office > Reports > Front Office > Operator Cash Out.
The Operator Cash Out Report serves as the primary end-of-shift reconciliation process in Visual Matrix. Every operator who completed transactions during the business day should run, complete, and print this report before logging out. This ensures all activity is accurately recorded and balanced before the night audit.
Generating the Report
Use the filters at the top of the screen to narrow your report results:
Left Column (Top to Bottom)
- Date: Displays the current business date. This report always reflects the current day and cannot be changed.
- Operator ID: Select the operator whose activity you want to review, or choose All to include every user who performed transactions today.
- Type: Filter by transaction type, such as Payments, Refunds, or Adjustments.
Right Column (Top to Bottom)
- Refresh Button: Click Refresh to display or update the report results based on your selected filters.
- Category: Filter by payment category — for example, Cash, Check, or Credit Card — to narrow the report view.
- Account Code: Use this to isolate activity by specific account or revenue code within the selected operator’s transactions.
To view or print the Operator Cash Out Report for a previous day, go to Accounting > Night Audit > Reprint Report.
Operator Totals
The Operator Totals section summarizes all activity by operator and payment type for the current business day. It compares what the PMS system recorded with what each operator reported during their cash-out process, helping you verify that every shift has balanced correctly before the night audit.
Details
- System Total: The total amount automatically recorded by the system for each payment type (Cash, Check, Credit Card, etc.).
- Reported Total: The amount the operator entered manually when closing their shift.
- Difference (Over/Short): The variance between the system total and the reported total. A positive number indicates an overage; a negative number indicates a shortage.
Always review the Over/Short column after each shift. Even small variances should be explained or corrected before finalizing the day’s activity.
- Cash: The Reported Total should reflect the amount of cash physically in the drawer, minus the cash fund that remains in the drawer.
- Checks: The Reported Total should equal the total value of all checks collected during the shift.
- Credit Cards: If processing through Visual Matrix, the System Total amount will automatically match what was processed in the PMS. If not processing through Visual Matrix, the reported amount should come from the end-of-shift or sub-total ticket generated by your external credit card machine.
Each operator must report their own totals separately at the end of their shift. During the night audit, the auditor can view all operator totals together by selecting All under Operator ID in the Operator Cash Out section.
Transaction Details
The Transaction Details section lists every individual transaction recorded for the selected operator(s) and date. Use this section to trace discrepancies, confirm posting accuracy, or audit specific payment entries.
Guest and Stay Information
- Room / Folio / Guest Name – Identifies the guest and reservation associated with the transaction. The letter in the A column indicates the folio type.
Transaction Summary
- Code: The transaction code or payment type (e.g., VS for Visa, MC for Mastercard, CH for Cash).
- Amount: Displays the total posted amount for the transaction. Negative amounts indicate refunds or adjustments.
- Adjusted: Marks transactions that were later modified or corrected.
- VD: Indicates if the entry is a voided transaction.
- Orig Date: Displays the original posting date for adjusted or carried transactions.
Source and Description
- From: Identifies the source of the payment (e.g., PMS posting, interface, or operator).
- Description: Provides a short description of the transaction, including payment type.
Accounting and Posting Details
- Account Info: Shows the account or ledger code associated with the posting (e.g., 4242 – OK244Z).
- Clerk / Time: Identifies who posted the transaction and when it occurred.
Use this section to quickly identify incorrect postings or duplicate transactions. Sorting by Payment Type or Posting Time can make discrepancies easier to locate.
Understanding the Report
Operator Cash Out
Lists every transaction recorded by the selected operator, grouped by payment type (for example, Payment Cash, Payment Visa, Payment Amex). Each section includes guest information, transaction amounts, and a subtotal.
Operator Cash Out Totals
Summarizes all posted transactions and the operator’s reported totals for the business day. This section confirms the final balance for the shift and serves as the official record once printed.
Operator Totals
Displays the totals entered by the operator on screen for each payment type — Cash, Checks, and Credit Cards — along with any calculated Over/(Short) variance.
Tips & Use Cases
- Use the Operator Cash Out Report at the end of every shift to confirm that each operator’s transactions balance correctly before the night audit.
- Review the Over/(Short) column daily to spot posting or drawer discrepancies early.
- Encourage operators to print and sign their report as part of the shift hand-off process.
- Accounting teams can reprint past Operator Cash Out Reports from Accounting > Night Audit > Reprint Report for review or verification.
- During audits, compare the system and reported totals for Cash, Checks, and Credit Cards to ensure complete reconciliation across all users.
Still Need Help With This Topic?
Ask Yourself:
- Did I print the Operator Cash Out Report after entering the reported totals?
- Do the System and Reported totals match for each payment type?
- Have all voids, refunds, or adjustments been completed by the same operator who posted the original transaction?
Support May Ask You:
- The operator’s name or ID, and whether multiple users posted or voided payments during the same period.
- The business date and time the report was printed.
- A copy of the printed Operator Cash Out Report showing totals and variances.
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