The Cash Expense report lists every Expense Charge recorded for a selected date range, showing the money the property has paid out.

Overview

The Cash Expense report is a financial report that lists each Expense Charge recorded at the property for the selected date range, with a total of the amount paid out. An Expense Charge records a reduction of revenue for money due to be paid out, and is used for Travel Agent Commissions, Petty Cash and Paid Outs.

The report is typically run by the accounts team or a duty manager when reconciling the day's takings, because every Expense Charge reduces the cash the property holds. Each row shows the date, the transaction number, a description of the expense and the amount.

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.

Use Cases

• Balancing the cash register - At the end of a shift, front office runs the report for today to account for every amount taken out of the register as Petty Cash.
• Checking money spent on behalf of guests - The accounts team runs the report for a date range to review each Paid Out recorded against a reservation.
• Reviewing commission owed to agents - Management runs the report to see the Travel Agent Commission expenses raised over a period.
• Reporting expenses per property - On a multi-property database, setting Group By to Property gives a subtotal for each property alongside an overall total.

How to Access

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

Tip! Select the star icon on the Report Options panel to add the Cash Expense report to your Favourites menu.

Report Options

The report options below control the date range covered, the row order and the grouping applied to the output. This report does not have a More Options panel.

Tip! Report build screens default to a common use configuration, and selections can be made as required.

Please Note! The Property option does not appear on a single-property database, because there is only one property to report on.

Column Headers

The columns below appear on the report output. Where a value depends on how the expense was created, the Source / Calculation column points to the relevant concept under Data Sources & Calculations.

Data Sources & Calculations

What appears on the Cash Expense report

Every row on this report comes from an Expense Charge. An Expense Charge is a Sundry Charge that has the Expense Charge checkbox selected in its setup at Setup > Accounting > Sundry. Revenue is deducted from the General Ledger Account Code selected on that Expense Charge, and an Expense Payment records the money paid out.

Expense Charges reach the report from three sources:

• Petty Cash - Recorded on the Cash Account using the Expense Charge option, for money taken out of the cash register.
• Paid Outs - Recorded on a guest's Reservation Account using the Create Expenses option, for an expense the property met on the guest's behalf. An Expense Charge and Expense Payment are also created on the Cash Account to balance the daily takings.
• Travel Agent Commissions - An Expense Charge is applied to the Travel Agent Commission Account for the value owed when the reservation is changed to Departed status.

Please Note! Voiding an Expense Charge removes the corresponding Cash Expense at the same time, so voided expenses no longer appear on this report. See Void an Expense Charge.

Description formats

The Description column shows one of two formats, depending on where the expense was recorded.

• Expenses recorded on the Cash Account show the description of the Sundry Charge used, for example Petty Cash or Paid Out.
• Expenses linked to a reservation show a summary of that reservation in the format Res: [reservation number] - ([arrival date] to [departure date]) Rate: [rate total] [guest name], for example Res: 9807 - (05 Apr 2021 to 06 Apr 2021) Rate: 274.00 Dr Guest Example.

Payee

The Payee column identifies the party an expense was paid to.

Totals and grouping

The Amount column is totaled at the foot of the report.

• With Group By set to No Grouping, the report ends with a single Grand Total line summing every expense listed.
• With Group By set to Property, the rows are listed under a heading for each property, each group is followed by a [Property Name] Total subtotal, and a Grand Total line sums all properties.

The Expense Charge setup determines if the total includes tax or is tax-free.

Related Reports

• Cash Transaction Report - Lists all receipts, refunds and expenses for a date range, grouped by payment type.
• Daily Cash Report - Shows a daily breakdown of revenue based on payments received.
• Cash Allocation Report - Reports on receipt allocations and their movements in and out of suspense.
• Sundry Usage Report - Summary of each Sundry Charge used.

Related Articles

• Expense Charge - Sundry Setup
• Expense Charge - Petty Cash
• Process a paid out
• Scheduled Reports