Operator Transactions – Pre-Audit (Cloud) 🎥
The Operator Transactions report displays all transactions posted by each operator for the current business date. This includes payments, refunds, room charges, taxes, and other revenue postings recorded throughout the day. Although this report appears similar to the Operator Cash Out report, there is an important difference. While the Operator Cash Out report focuses only on payment-related transactions used for cashier balancing, the Operator Transactions report displays all postings, including revenue and charge entries. Reviewing this report before running Night Audit helps identify unusual activity or incorrect postings before the business date is finalized.
Path: Accounting > Night Audit > Run Audit
Generating the Report
1. Select View to open the report.
2. Review the operator totals and transaction details. Use the available filters (Date, Operator ID, Type, Category, Account Code) to narrow the results if needed, especially when reviewing a large number of transactions.
3. Select Print if a copy of the report is needed. Select Close to return to the Pre-Audit Checklist.
Although simply opening and closing the report satisfies the checklist requirement, the transactions should be reviewed before proceeding with Night Audit.
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.
Operator Totals
Summarizes transactions posted by each operator for the selected business date.
This section displays totals by payment type: Cash, Checks, and Cards.
It allows quick verification of the total financial activity recorded by each operator during the day.
Transaction Details
Displays the individual transactions contributing to the operator totals. Unlike the Operator Cash Out report, this section includes both payment transactions and revenue postings, providing a complete view of operator activity.
Transaction Identification:
- Code: Transaction code identifying the type of posting.
- Room: Room number associated with the transaction.
- Folio: Folio identifier linked to the reservation.
- Guest Name: Name of the guest associated with the transaction.
Transaction Amount & Status:
- Amount: Value of the posted transaction.
- Adjusted: Indicates whether the transaction was adjusted after posting.
- VD: Indicates if the transaction was voided.
Transaction Origin Information:
- Orig Date: Displays the original posting date when the transaction is an adjustment.
- From: Shows the originating room when the transaction was transferred.
Transaction Description & Accounting:
- Description: Brief description of the transaction type.
- Account Info: Internal account or transaction reference used for the posting.
Operator Activity:
- Clerk: Operator who posted the transaction.
- Time: Time the transaction was recorded in the system.
Taking Action from the Report
If discrepancies or unexpected transactions are identified:
- Review the transaction details for the associated reservation or folio.
- Open the folio to verify the posting.
- Correct any incorrect postings before running Night Audit.
After making corrections, return to the Run Audit screen by clicking "Close" in the Details Posting section of the folio to continue the Pre-Audit Checklist.
Checklist Status
Selecting View and closing the report will update the checklist item to Status Complete.
Once all items in the Pre-Audit Checklist display Status Complete, the Night Audit can be executed.
Tips & Use Cases
Tips
- Use filters to isolate transactions for a specific operator.
- Review unusually large payments or refunds.
- Investigate voided or adjusted transactions.
- Confirm transfers between rooms were processed correctly.
Use Cases
- Night Auditor: Uses the report to review the full list of transactions posted during the day.
- Front Desk Supervisor: Identifies unusual activity or incorrect postings before the business date closes.
- Accounting: Uses the report to verify transaction integrity before financial reports are finalized.
Still Need Help With This Topic?
Ask Yourself:
- Are you reviewing the correct business date?
- Have you used the filters to narrow results to a specific operator or transaction type?
- Does the transaction appear as adjusted or voided?
- Is the posting associated with the correct room, folio, or guest?
Support May Ask You:
- Which transaction code is in question?
- Which operator (Clerk) posted the transaction?
- What time was the transaction recorded?
- Was the transaction adjusted, voided, or transferred?
- Can you provide a screenshot of the Operator Transactions report showing the entry?
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