This report is to be used by counter personnel at the end of their shift, whereas the Cash Receipts Report is designed more for back office personnel.
The credit card numbers on this report will be masked. Refer to the chapter of the manual titled Appendix - Masking Customer Data for full details in how to set up and use the masking logic in CARS+.
To access the Drawer Balance Report program, type DRWBAL (RET) at any menu "OPTION:" field or the appropriate number on the RA Menu. The screen will then display:| OPTION: DRAWER BALANCE REPORT 1 Drawer # 001 2 Start Date 09-12-12 3 Start Time 1200M 4 End Date 09-12-12 5 End Time 1159P 6 Detail D 7 Print/Display P 8 Incl. recs. w/Batch#s? Y 9 Employee ALL 10 Location 1PRINT 2 3ERASE 4 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. DRAWER # |
Enter up to 3 numeric characters to select a Cash Drawer Number. The system will only accept Cash Drawer Numbers that are already established in the Control File. Press RET to default to the Drawer Number assigned to this terminal. EXAMPLE:Press (RET) User tip: To run the report for records for multiple drawers from a single location or the drawer records for a location group, enter ALL in this field. Then enter the Location Code or Group Code in Field 10. |
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2.START DATE 3.START TIME |
Using your selected date and time formats, enter the starting date and time. Press (RET) to default to the beginning of the current day. EXAMPLE: Press (RET) |
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4.END DATE |
Using your selected date and time formats, enter the Ending Date and Time. Press RET to default to the end of the current day. EXAMPLE: Press (RET) |
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6. DETAIL |
Select the report format.Enter:
EXAMPLE: Type D (RET) |
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7. PRINT/ |
Enter:
EXAMPLE:Type P (RET) |
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8. INCL. RECS. W/BATCH#S? |
This field is for a particular CARS+ user and has no relevance for all other users. |
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9. EMPLOYEE |
It is common for all employees to share a drawer at a location. To limit the report to those transactions done by only one employee, enter up to six characters representing the employee's code as set up in the User Access File. To include transactions of all employees, accept the default of "ALL". EXAMPLE: Type MBG (RET) |
| 10. LOCATION |
Use this field to run the report for records from a single location, a location group, or all locations. EXAMPLE: Press (RET) |
The screen will then display:
| OPTION: DRAWER BALANCE REPORT 1 Drawer # 001 2 Start Date 09-12-12 3 Start Time 1200M 4 End Date 09-12-12 5 End Time 1159P 6 Detail D 7 Print/Display P 8 Incl. recs. w/Batch#s? Y 9 Employee MBG 10 Location 1PRINT 2 3ERASE 4 5BACKUP 6 7HELP 8 |
PRESS "F1" AT "OPTION:" TO BEGIN PRINTING.
REIMBURSEMENTS
Reimbursements on RAs are listed on this report under the FOP code "REIMB". Reimbursement entries create a record in the Deposit/Payment file. Note that reimbursements are NOT a reduction in the revenue. Rather, they are a credit that is applied to the contract total.
DIFFERENCES BETWEEN THE DRAWER BALANCE REPORT AND THE CASH RECEIPTS REPORT:
The Drawer Balance Report and the Cash Receipts Report are very similar. Both reports read records from the Deposits/Payments File and can be run at any time during the day. The difference is the way in which data is displayed.
The Drawer Balance Report is designed for counter agents to easily balance their individual cash drawers. It includes the name of the customer on the transaction, even if the individual is not saved as a customer yet. Examples: deposits taken on reservations for someone who is not a customer yet will show on the Drawer Balance Report with the last name on the reservation. Petty Cash transactions are also listed with the last name provided one was entered.
The Cash Receipts Report does not show the name associated with the transaction. It can be run for a particular Form of Payment, whereas the Drawer Balance Report cannot. It provides certain General Ledger accounting information.
Notes:
An asterisk (*) in front of the credit card number identifies a card that was read through a swipe reader rather than a card number that was typed.
04-13-XX 14:28:53 NANCY /dev/tty01 11 CARS+ RENT-A-CAR sysprint Report #0693 Page 0001 ➊ |
NOTES – DRAWER BALANCE REPORT, PAGES 1 and 2
➊ This report was requested 4-30 at 2:28 p.m. by Nancy. It reports all receipts and transactions processed by a particular drawer during the requested time period. It is intended for use by the counter staff to balance the cash drawer at the end of a shift or the day.
➋ The “Selections” show that the following data was requested:
Drawer: Transactions from Drawer 6
Date/Time Range: From the start of the day through 2 p.m
This report sorts information by grouping transactions by Form of Payment codes. The FOPs are arranged alphabetically and a total is shown for each FOP. Column headings are self-explanatory.
➌ Note that RA # S370365 for Laing has two entries.Travelers Checks for$60.00 were taken and change was made from the drawer by giving $5.10 cash back to the customer.
➍ These payments were made in a foreign currency coded "CN" (Canadian). The "Frgr Amt" column shows the face value of the foreign currency. The "Amount" column shows the equivalent amount in local currency. (The exchange rate in effect at the time of the transaction is used to make the conversion.)
➎ Credit card numbers are typically masked as shown here. Certain users can be set up so that credit card masking does not apply to them. The asterisk in front of the credit card number indicates that the credit card was swiped when being processed through the CARS+ EDC module.