Operator Cash Out (Cloud) 🎥
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The Operator Cash Out report summarizes each operator’s posted transactions for the current business date. It compares system-recorded totals against reported totals to ensure that cash, checks, and card transactions are balanced before Night Audit runs. Reviewing this report helps identify discrepancies in cashier activity before closing the day.
Path: Accounting > Night Audit > Run Audit
The Reported totals shown in this report originate from the Operator Cash Out Report located in: Front Office > Reports > Operator Cash Out
Each operator is responsible for completing their individual cash-out at the end of their shift. The Pre-Audit Checklist version of the Operator Cash Out report consolidates all operators who have completed their shift reconciliation for the current business date.
Generating the Report
1. Select View to open the report. Review operator totals and transaction details.
2. Review Operator Totals and Transaction Details. If needed, use the filters at the top of the report (Date, Operator ID, Type, Category, or Account Code) to narrow the results, especially when reviewing a large volume of transactions.
3. Select Print to retain a copy. Select Close to return to the Pre-Audit Checklist.
Although opening and closing the report satisfies the requirement, operator totals should be reviewed before proceeding.
Understanding the Report
The report is divided into two sections: Operator Totals and Transaction Details.
Filters Section
Allows filtering the report by:
- Date: Business date being reviewed.
- Operator ID: Specific user (clerk) to display individual activity instead of all operators.
- Type*: Transaction type, such as payments or revenue postings.
- Category: Sub-category within the selected transaction type.
- Account Code: Specific account or transaction code to narrow results further.
*Although the Type filter includes both Payment and Revenue, the Operator Cash Out report only displays payment-related transactions. Selecting Revenue will not return any results.
Operator Totals
Compares system-recorded totals with reported totals for each operator, broken down by payment type (Cash, Checks, Cards).
Key columns include:
- Clerk: Operator ID
- System: Transactions recorded in the system
- Reported: Amount entered during cashier reconciliation
- Cash/Checks/Cards: Payment breakdown
- Sub Total: Total per operator
Discrepancies between System and Reported amounts should be investigated before running Night Audit.
Transaction Details
Displays individual transactions contributing to the operator totals.
Transaction Identification:
- Code: Transaction code identifying the type of posting.
- Room/Folio/Guest Name: Reservation or folio reference associated with the transaction.
Financial Amount & Adjustments:
- Amount: Posted transaction amount.
- Adjusted: Indicates whether the transaction has been adjusted.
- VD: Indicates if the transaction was voided.
- Original Date: Displays the original posting date when the transaction is an adjustment.
- From: Shows the originating room when the transaction was transferred.
Posting Details:
- Description: Brief explanation of the transaction (e.g., payment type or refund).
- Clerk: Operator who posted the transaction.
- Time: Time the transaction was recorded.
Taking Action from the Report
If discrepancies are identified:
- Verify that the operator has completed their cash-out process.
- Review individual transactions in the Transaction Details section.
- Open the related folio if corrections are required.
- Ensure reported totals match system totals before proceeding.
After making corrections:
- Close the folio.
- Return manually to Accounting > Night Audit > Run Audit if necessary.
Checklist Status
Selecting View and closing the report will update the checklist item to Status Complete. All operators should be balanced before the Night Audit is run.
Tips & Use Cases
Tips
- Ensure each operator completes cash-out before reviewing this report.
- Investigate mismatched System vs. Reported totals.
- Review voided or adjusted transactions carefully.
- Confirm credit card refunds or large payments are accurate.
Use Cases
- Night Auditor: Verifies all cashier activity is balanced before closing the day.
- Front Desk Supervisor: Identifies discrepancies in operator handling.
- Accounting: Uses the report to validate payment reconciliation prior to final posting.
Still Need Help With This Topic?
Ask Yourself:
- Do system totals match reported totals for each operator?
- Have all operators completed cash-out?
- Are there unexplained voids or adjustments?
Support May Ask You:
- Which operator shows discrepancies?
- What payment type is out of balance?
- Was the operator properly cashed out before Night Audit?
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