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Cash Transaction Report

Information on using the Cash Transaction Report in RMS, including all build options and report columns.

 

Overview

The Cash Transaction Report is an interactive Financial Revenue report detailing all Receipts, Refunds, and Expenses for the selected date range.

The Cash Transaction Report is commonly used to reconcile end-of-day takings as part of shift closure for front office staff.

Select the Show Detailed Transactions checkbox to generate the report with each Receipt Type section expanded to show every individual transaction.

★ Tip: To report only on Refunds, expand More Options and set Income Source to Refunds. The same approach works for Receipts or Expenses.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Report Build Options

The Cash Transaction Report build screen offers the following options. Selections control the date range, transactions included, grouping, sorting, and filters applied when the report is generated.

Standard Options

Option Description
Transactions Posted Between The accounting date range used to include transactions in the report. Transactions are included based on the date they were posted to the account.
Transactions Created Between The system date range used to include transactions based on the date they were created in RMS, regardless of accounting date.
Time Created Between An optional time-of-day range to narrow the Transactions Created Between filter to a specific window during the day.
Transaction Range An optional Trans ID range (From and To) to limit the report to a specific block of transactions.
Show Detailed Transactions When ticked, expands every Receipt Type section so each individual transaction is listed. When unticked, the report shows summary totals only.
User Filter the report to transactions created by one or more selected RMS Users.
Department Filter the report to transactions assigned to one or more Departments.
Payment Method Filter the report to transactions matching one or more selected Payment Methods.
Credit Card Type Filter the report to transactions paid using one or more selected credit card types.
Add Report to Favourites Menu Save the report under the user's Favourites Menu for quick access in future sessions.

 

More Options

Select More Options on the build screen to reveal additional grouping, sorting, and filtering controls. Select Less Options to collapse them.

Option Description
Group By Sets how transactions are grouped on the report. Options: No Grouping, Income Source, Date, Room, Category, or User.
Sort By Sets the order of transactions within each group. Options: Site, Name, Date, or Trans ID.
Category Filter the report to transactions linked to one or more selected Categories.
Account Classification Filter the report by Account Classification.
Income Source Limits the report to a single Income Source. Options: Receipts, Refunds, or Expenses.
Group By Property For multi-property setups, groups results by property.
New Page Per Property For multi-property setups, starts a new page for each property in the output.
Show Only Owner Transactions Restricts the report to transactions on Owner accounts.
Thermal Summary Generates a summary version of the report formatted for thermal receipt printers.
Replace Comments with Date Banked for Direct Credit & Cheque Receipts Replaces the Comment column value with the Date Banked for Direct Credit and Cheque receipts.
Show Account Classification (CSV Export Only) Adds an Account Classification column to the CSV export of the report.

 

Guide

In the side menu of RMS, go to Reports > Accounting > Cash Transaction.

  1. Select the Date.
    (Optional) Select the checkbox Show Detailed Transactions.
    (Optional) Select Payment Method to select only certain Payment Methods.
    (Optional) Select More Options.
    (Optional) Select Income Source.
    (Select to specifically report only on Refunds, Receipts or Expenses).
    (Optional) Select Replace Comments with Date Banked for Direct Credit & Cheque Receipts.
  2. Select Build.
    Screenshot of the Cash Transaction Report build screen in RMS showing the date range, Show Detailed Transactions checkbox, filter dropdowns, More Options button, and the Build button.
★ Tip: Select the Screenshot of the favourite star icon on the Cash Transaction Report build screen in RMS that can be selected to add the report to the user's Favourites Menu. icon to set a Report as a favourite.

 

Report Columns

The generated Cash Transaction Report displays the following columns.

Column Description
Receipt Number A unique identifying number assigned to the record of payment displayed.
Income Source The Payment Method or Receipt Type.
Acc No The unique account number where this payment was recorded.
Trans Date The accounting date the Receipt was created on the account.
Tax Invoice The unique Tax Invoice number this Receipt is included on if a Tax Invoice was generated on the account. The Tax Invoice number will be recorded as '0' if there is no Tax Invoice associated with this Receipt.
Res No The Reservation Number associated with the Account Number this Receipt is recorded on. If not a Reservation Account, the Reservation Number will display as '0'.
Guest The Guest name associated with the account this payment was recorded on.
Area The Area on the reservations for the account this payment was recorded on.
Payment Type Identifies the payment as a Receipt, Refund, or Expense.
Card / Branch Displays the masked credit card number for card payments or other details for Direct Debit Receipts.
PAN number will be shown here for properties in India. Please refer to the Regional Functionality section below.
Comment Any transaction comment added to this Receipt on the account. Payment Gateway Transaction References are included in the Comment column.
Trans ID The unique identifier used by RMS on all transaction types. The Trans ID is separate to the Receipt Number.
User The RMS User that created this Receipt on the account.
Amount The Receipt Amount for this payment record.
Refundable Sundry Any allocated Receipt Amount that paid a Refundable Sundry Charge.
Cash The cash value of this Receipt.

 

Region Functionality

India

For cash receipts where entering a PAN (Permanent Account Number) was necessary, the PAN will appear in the Card/Branch column of the Cash Transactions report.

For further information, click HERE.

 

 

 

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