Revenue Reconciliation Report

There is a detailed and summary version of the Revenue Reconciliation Report.

The detailed section of the Revenue Reconciliation Report is a list of transactions by invoice number. For each date requested, a list prints for each till. For each sales transaction, the following information is reported:

Transaction number
Gross amount of sale
Net amount of sale
Tax on the sale
Gift sales
Ticket total
Amounts and types of payment received

At the end of the list, totals are included for all the transactions for the day. This line includes total daily figures such as the daily gross and net sales amounts.

The summary Revenue Reconciliation Report provides you with the information you need to reconcile the ending till and verify the amount in your cash drawer at the end of the day. The first section of the report is a balance sheet that compares the till count with the amount your system computed for the till contents. In the Counted column, the reported amounts include the following:

Ending till (from the ending till count)
Beginning till (from the beginning till count)
Cash deposit (the difference between the ending and beginning till)
Checks
Traveler’s checks
Subtotal of cash and checks
Credit cards
Gift cards/certificates redeemed
Till total

The Money Pull column has similar information about all the money pulls for the day, and the Total Counted column is the sum of the Counted and Money Pull columns. The amount calculated for the closing till is shown in the Total Computed column. Over/short amounts are shown for both the final and the initial count entered during the close, so you can see how the initial and final counts differed.

The Other Counts section shows additional counts related to the till balance. These are important for reconciling your till balance with your net sales for the day. For example, paid-ins and paid-outs do not appear in net sales figures although they impact the till balance. Fleet charges appear in net sales but not in your actual income for the day. The report also includes a cash breakdown to show how much of each denomination was in the closing till. It has a section that shows each money pull for the day, including the time, the employee and the amounts taken during the pull. The total amounts correspond to the Money Pull column above.

If you print this report for one day, a List of Checks and Credit Cards is automatically included. See the List of Checks and Credit Cards article for a detailed explanation of this list.

Printing the Report

Use the following steps to set up and request a Revenue Reconciliation Report:

On the Main Menu, select Lubrication Menu.
Select Lubrication Reports Menu (3).
Select Financial Reports Menu (3).
Select Revenue Reconciliation Report (3) to receive the Revenue Reconciliation Report Control Screen.
Use the following field definitions to create a report according to your needs.

Field

Definition

Range of Dates

Fill in the beginning and ending dates for the range you want to include on your report. Leave blank to print information for the current day only.

Note:

The detailed report generally prints at least a page per day for each date you request. This can take a long time and a lot of paper if you request a large number of days.

Print Time on Report

Printing the time helps you identify the most current report when the same report is printed more than once during a day. This field defaults to Y to print the time on the report. If you do not want the time to print on a report, type N. We recommend that you always print the time on a report.

Summary Only

To print the summary version, enter Y in this field. Enter N to print the detailed report. We recommend printing a summary report under normal conditions. Print a detailed report only if you need detailed information in a report.

Duplex

This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. Duplex mode enables printing on both sides of the paper.

Note:

This will only function on printers that support Duplex mode.

Landscape

This field appears for terminals that have report type 2 enabled in the Set Up Printer Controls screen. It prints horizontally on the paper.

Number of Printed Lines per Page

This value tells the computer how many lines to print on each page of the report. A typical 11-inch page can contain up to 66 lines, but this field defaults to 60 to allow three-line margins at the top and bottom of the page.

If you type 0 (zero) in this field, the report header does not print and the form feeds do not work.

Total Number of Lines per Page

This field indicates the length of the paper in the printer. A typical 11-inch page contains 66 lines. Your system interprets a 0 or 66 in this field to mean that standard 11-inch paper is loaded in the printer. Because a 66 causes a form feed to take more time, accepting the default, 0, is recommended.

Print Report To

This field tells the computer where to send the report. The following list contains the different selections available for this field.

0 Printer – Sends report to the terminal’s default report printer immediately. (Default)
1 Screen – Provides an on-screen view of a report. This can be used as a preview before you print it or when a hard copy of the report is not needed. The function keys at the bottom of the on-screen version allow you to move around to view the entire report.
2 Disk file – Useful when you want an electronic copy of the report. If you select this option, you receive a prompt to enter the name of the report file. The file that is created can be copied to a USB drive or viewed later. This option is for advanced computer users.
- If you use this option, we suggest you precede your report name with /tmp/. For example, at the prompt to enter the report name for a customer list, you might type /tmp/custlist. This is a good storage directory for temporary files.

Command Line Options

The line at the bottom of the screen contains commands to print the report and to save or change the report settings.

Save – Press [F4] to save the current settings for the report. This is useful if a report is generated repeatedly with the same options. Do not save date selections because they may not be useful in the future.
Start – Press [F7] to submit the report to print on the printer, on the screen, or in a disk file. (Reports print in the order they are submitted.)
Again – Press [F9] to return to the top of the screen. This allows you to change any of the information you have entered on the screen before you submit the report.

Press [F7] to start the Revenue Reconciliation Report. When the processing is complete, you return to the Financial Reports Menu.

You can set up this report on the Set Up Closing Processes screen (1-6-3) to print automatically during closing processes. If you select the detailed report to print automatically, you get the summary version as part of the report.

Report Contents

Detailed:

Callout	Item	Description
1	Revenue Reconciliation Report – Summary Version	The first page of this report is the same as the summary version of the Revenue Reconciliation Report (see below).
2	Date Range	Range of dates for the report information.
3	Till	Number of the till where the customer was cashed out.
4	Transaction	Transaction number. The first six digits identify the date in the YYMMDD format (for example, 030930 refers to 09/30/2003). The remaining figures identify the invoice number.
5	Gross	Amount of the service before taxes, coupons, warranties or discounts.
6	Net	The gross amount minus coupons, warranties and discounts.
7	Tax	Total tax on the invoice amount.
8	GC Sales	Shows the dollar amount of gift sales if a gift certificate/card was sold on the invoice.
9	Ticket	Ticket total, which equals the net amount plus tax and gift sales. Ticket = Net + Tax + Gift Sales
10	Cash Tend	Cash tendered. Amount of cash tendered during the transaction.
11	Net Cash	Net amount of cash received.
12	Check	Amount received for the transaction in the form of a check.
13	Cr Card	Credit card. Amount billed to a credit card for the transaction.
14	Charge	Amount charged to a fleet account for the transaction.
15	GiftR	Amount received for the transaction in the form of a gift certificate/card.
16	Totals	Total amount for each column.
17	List of Checks and Credit Cards	A List of Checks and Credit Cards is included when this report is run for one day.

Summary:

Callout	Item	Description
1	Date Range	Range of dates for the report information.
2	Counted	Amounts counted at closing.
3	Money Pull	Amounts removed during money pulls.
4	Total Counted	Amounts counted plus money pull amount. Total Counted = Counted + Money Pull
5	Computed	Calculated till contents, based on the day’s transactions.
6	Final Over/Short	Difference between the final till count and the computed till contents. Initial Over/Short = Initial Counted – Computed
7	Initial Over/Short	Difference between the initial till count by the employee and the computed till contents. Initial Over/Short = Initial Counted – Computed
8	Till #	Till number.
9	Ending Till	Ending till count. Cash amount in the till at closing.
9	Begin Till	Beginning till count. Cash amount in the till at the beginning of the day.
10	Cash Deposit	Cash deposit amount. This is the difference between the beginning and ending till. Cash Deposit = Ending Till – Begin Till
11	Checks	Total dollar amount of checks.
11	Traveler’s Check	Total dollar amount of traveler’s checks.
12	Subtotal	Sum of cash deposit, checks and traveler’s checks. Subtotal = Cash Deposit + Checks + Traveler’s Checks
13	Credit Cards	Total dollar amount of credit card slips.
13	Gift Redeem	Total dollar amount of gift certificates/cards redeemed.
14	Total	Sum of subtotal, credit cards slips and gift certificates/cards redeemed. Total = Subtotal + Credit Cards + Gift Redemptions
15	Other Counts	Other counts related to the till balance.
	Paid-Outs	Total amount of paid-out transactions.
	Paid-Ins	Total amount of paid-in transactions.
	Charges	Total amount of fleet charges.
16	Cash Breakdown	Cash in ending till, shown by denomination and in total. The total should be the same as the Ending Till amount above.
17	Money Pull Information	Information on all money pulls for the till, including the time, the employee ID and the amounts of cash, checks or credit slips. These are the amounts entered by the employee at the time of the money pull. The total of each money pull is also shown.
18	Money Pull Summary	Totals of cash, checks and credit slips removed in all the money pulls, and the overall total of the money pulls for the till. These totals should correspond to the numbers in the Money Pull column above.
19	List of Checks and Credit Cards	A List of Checks and Credit Cards is included with the Revenue Reconciliation Report when it is run for one day.

Recommendations for Using This Report

This report is used to help balance the till at the end of each day, so it should be run on a daily basis. If you print the detailed report, you automatically receive all the information on the summary report. You can check this report against the Transaction Report to see how your net sales and till total compare. The till should always be balanced carefully. However, you can expect that on some days there are small differences between the initial and final count, and some days the till will probably be off slightly. Be aware that a perfect balance every day may be an indication of improper balancing procedures.

The detailed section of this report provides you with an invoice-by-invoice account of sales. You should use this report whenever the summary page shows a till discrepancy, such as an uncorrected shortage or overage in the till. By comparing the numbers on this report to each invoice, you can pinpoint the transaction where the discrepancy occurred. Also check the transaction list to make sure that no invoices are missing.

Beyond the Basics

If an invoice you need to investigate is missing, you can get a copy through the Reprint Invoice option (1-1-8-1). You can also use the Vehicle History Report (1-4-4) to identify all the vehicles and services for the day.

To research the information on this report, you can use the Deposit Report and Cash Drawer Audit Report for cross-reference. A log of individual sales transactions is available on the detailed version of this report, as well as on the detailed Transaction Report. You can print the Midday Till Closing Report to get similar information when you run a midday till close. You can also run this report for more than one day. For example, you could print the report for a week to get the money pull totals for the entire week. The cash breakdown does not print on a report created for more than one day.