The Cash Allocation Report details each movement of a Receipt in or out of Suspense and its allocation to charges by General Ledger Account Code.
Overview
The Cash Allocation report will detail each movement of a Receipt in or out of Suspense and its allocation to charges by their General Ledger Account Code.
Suspense Receipts are recorded movements of payments that are not allocated to a charge and include deposits or overpayments.
Receipt Allocation is the automated background process where payment is allocated to a charge to bring the account into balance.
Each Receipt will include multiple records of movement on the Cash Allocation report as payment is allocated to charges on the account and portions of the Receipt move in or out of Suspense.
Use Cases
- Tracing a receipt - When a guest or accounts query asks where a payment went, run the report for the receipt date to see each movement of that receipt in or out of Suspense and the charges it paid.
- Suspense auditing - Review all movements in and out of Suspense for a period to confirm deposits and overpayments were allocated correctly once charges posted.
- Explaining cash report figures - Use the individual allocation records to explain the daily totals shown on the Daily Cash Report.
How to Access
In the side menu of RMS, go to Reports > Accounting > Cash Allocation.
Guide
- Select a Date Range.
Select a General Ledger Account Code (Optional). - Select a Report Type.
Select a Group By option (Optional). - Select Build.
Report Options
| Report Option | Type | Default | Description |
|---|---|---|---|
| Date Range | Date range | Today | Date range for receipt movements to include in the report. |
| GL Account Code | Multi-select | None selected | Filters the report to a specific General Ledger Account Code. Optional. |
| Report Type | Dropdown | All Allocations | Selects the format of the report output. |
| Group By | Dropdown | Date | Groups the report rows by the selected field, with a Sub Total per group and a Grand Total at the end of the report. |
| Property | Multi-select | Current property | Limits the report to the selected properties. Shown on multi-property (Enterprise) databases only. |
Column Headers
| Column | Description | Source / Calculation |
|---|---|---|
| Res No | The reservation the receipt belongs to, linked to the reservation record. | Reservation |
| Account No | The account the movement was recorded against. | Reservation account |
| GL Code | The General Ledger Acc Code of the charge the money was allocated to. Movements in or out of Suspense show Suspense Receipt instead of a code. | See Receipt allocation and Suspense |
| Type | The movement type recorded, for example Allocation. | See Receipt allocation and Suspense |
| Amount | The amount of the movement. Negative amounts record money moving out of a charge or out of Suspense, for example on a reversal. | Receipt allocation |
| GST | The tax portion of the allocated amount. Suspense movements carry no tax. | Calculated from the paid charge's tax |
| Date | The date the movement occurred. | Receipt allocation |
| Charge Desc | A description of the movement, including the receipt number and payment method, for example Direct Credit Receipt #12332 or EFTPOS Receipt #12334, Mastercard. | Receipt record |
| Receipt No | The receipt number the movement belongs to. | Receipt record |
| Category | The Category of the reservation the receipt belongs to. | Reservation |
| Area | The Area of the reservation the receipt belongs to. | Reservation |
Data Sources & Calculations
The following concepts govern the data shown in this report.
Receipt allocation and Suspense
Receipt Allocation is the automated background process that applies a payment to the charges on an account. Each receipt can produce several rows on this report: a row for each charge it pays (showing that charge's GL Acc Code in the GL Code column) and offsetting Suspense Receipt rows as portions of the receipt move in or out of Suspense. The GL Code, Type, Amount, and GST columns all describe the same movement: where the money went, what kind of movement it was, and how much of it (including the tax portion) was applied. Reversed receipts appear as matching negative movements.
Related Reports
- Daily Cash Report - Daily totals of receipts allocated to charges by GL Acc Code; this report shows the individual allocations behind those totals.
- Cash Transaction Report - Receipts grouped by payment method over a user-defined date range.
- Daily Charge Report - The charges side: amounts raised against each GL Acc Code for a seven day window.
- Debtors Ledger report - Outstanding balances and the total of all monies currently held in Suspense.
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