Voiding a Cash Payment Posted by a Different User
In busy front-desk operations, it’s common for one cashier to post a cash payment and another to void or refund it later — often because the original user’s shift ended, or the payment was recorded in error. This article explains how the system handles such situations in Visual Matrix Cloud, why you might see apparent discrepancies in daily reports, and what to check to ensure your cash drawer and audit trail remain accurate.
Refund scenario
When a cash payment is refunded by someone other than the user who originally posted it, each cashier’s cash report will reflect that activity separately. The first user may have already completed their cash drop at the end of their shift, so the refunding user must use funds from their own drawer to return the cash to the guest.
If the amount originally received is no longer in the drawer, the refund may cause a temporary cash shortage for the second user. A manager may need to approve or adjust this difference to reconcile the drawers and ensure the daily totals remain balanced.
Erroneous entry scenario
If a payment was entered by mistake — for example, a charge was recorded even though no actual cash was collected — both the original user and the voiding user may appear out of balance temporarily. The original user won’t have any cash to drop because no money was received, and the second user won’t remove any cash because there’s none to refund.
Both transactions will appear under their respective usernames in the Operator Cash Out report, but together they cancel each other out. This ensures the overall property balance and audit trail remain accurate once the day closes.
What reports show
When one user posts a cash payment and another posts the corresponding void or refund, each transaction is recorded under that user’s name in daily and audit reports.
The original user’s report shows the payment as a received transaction.
The second user’s report shows the refund or void as a negative transaction.
In the Operator Cash Out report, both transactions appear in separate sections but offset each other, leaving the total property cash balanced by the end of the day.
If you notice unexpected variances during shift closeout, confirm whether another cashier processed a void or refund for one of your payments.
System reconciliation
Even when the payment and refund occur under different usernames, Visual Matrix automatically reconciles both transactions during night audit. The system recognizes them as linked entries and adjusts totals so that the day’s cash receipts, refunds, and net cash balance all align.
If discrepancies remain after the audit, verify user activity logs or contact your manager to confirm whether both users performed the correct transaction types.
Still Need Help With This Topic?
Ask Yourself:
- Have I identified the user who originally posted the cash payment?
- Has the void/refund been performed by a different user?
- Have I verified that both entries appear correctly in the Operator Cash Out report?
Support May Ask You:
- What is the payment’s transaction ID, the user who posted it, and the amount?
- Which user posted the void/refund, and when was it processed?
- Did you encounter any cash-over/short warning when you closed your shift?
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