Welcome to the Cashier report, a business-day-wise statement of all cash, card and security deposit payments collected by individual cashiers listed at the property.
The intent behind the Cashier Report
The idea behind the cashier report is to provide a clear outline of cash and card payments collected by individual cashiers on the hotel front desk on each, individual shift. The cashiers are expected to log their days into the system, log out at the end of a shift and record each transaction they face, by way of respective, virtual drawers.
This will allow logs on the OS for each payment collection and can be matched, transaction-wise to variances in OYO and hotel records, especially with revenue logs.
Due diligence here will also reduce the time spent in resolving cash mismatch queries (current TAT here begins from a minimum of 2-3 hours).
Let’s break this down:
i) Daily report for the chosen business date (set as default to current day-1)
ii) Lists individual cash collections, sorted by shifts and cashiers
iii) Clear record of cash in virtual drawers included cash collected for bookings and security deposits
Elements of a Cashier Report
A cashier report will be able to provide you with the following filters:
Chosen date
Chosen shift
By Cashier
This covers the following details:
Shifts:
i) Cash collected on different shifts in a day
ii) Card payment on different shifts in a day
iii) Cash collected at Hotel (Hotel EDC) in a day
iv) Other payments
v) NET Amount on OYO records
Security Deposit
i) Security deposit collected
ii) Security deposit returned
iii) Net collection
Shift Details:
i) Shift number
ii) Cashier Name (As configured in OYO OS Property settings)
iii) Drawer (in case of different drawers)
iv) Opening Balance (with notes from different cashiers, if needed)
v) Total Cash collection
vi) Total Card Collection
viii) Collected at hotel
ix) Closing balance (with notes from different cashiers, if needed)
x) Shift timings (Start and Close Times)
Report details - Card payments:
This counts all card and other modes of payments, sorted by Booking ID
i) Booking ID
ii) Check-in time
iii) Guest name
iv) Room number
v) Payment mode
vi) Cashier name
viii) Drawer
ix) Amount
Report details - Cash payments:
This counts all cash payments, sorted by Booking ID
i) Booking ID
ii) Check-in time
iii) Guest name
iv) Room number
v) Payment mode
vi) Cashier name
viii) Drawer
ix) Amount
Security deposit details - Card and other payments:
i) Booking ID
ii) Check-in time
iii) Guest name
iv) Payment mode
v) Security deposit (status of transaction - Authorized/Collected and Released/Returned)
vi) Cashier name
viii) Drawer
ix) Amount
Security deposit details - Cash payments:
i) Booking ID
ii) Check-in time
iii) Guest name
iv) Payment mode
v) Security deposit (status of transaction - Authorized/Collected and Released/Returned)
vi) Cashier name
viii) Drawer
ix) Amount
Configuring / Setting Up A Cashier Report
Before you begin to log in cash data, the owner/ property manager needs to set up or configure the following details with the OYO OS.
Follow these rules before you begin configuration -
Enable Staff Management - Settings >> Features >> Toggle ON for Staff Management
Enable Shift Management - Settings >> Features >> Shift Management >> Set Day Close Time
MY STAFF
Add your staff details by adding all members of your staff
How? Go to My Staff >> Users >> Add Member >> Add User
Then, add the following details:
If you’ve just begun your OYO journey, you would need to map out your staff roles first.
How? Go to My Staff >> Roles >> Add Roles
Then, fill the following details:
DRAWERS
Go to Settings >> Drawers >> Add New Drawer
DRAWER LOGICS
Set one virtual drawer per cashier so as to maintain records/log for all cashiers on the front desk.
Point of sale should be POS number if the property has multiple front desks where payments are taken else can be a common name if the property has one POS.
Assign cashier staff to the drawer.
You can also consider breaking it into two shift drawers.
Log data in individual drawers. At the end of the shift, use the end shift to log out.
When you begin a shift, choose your drawer and verify the opening balance.
How to read a Cashier report
Remember, the cashier report is a business day transaction-level report. While these details are also available in the Bookings report, using the Cashier report is a quick way to check logs, especially in case of variance in revenue collection or reconciliation reports.
1. Cash Opening and Closing Balance:
The Cash opening balance in Drawer 1 should tally with the Closing Balance from the previous shift if both the cashiers are using the same drawer. If this is not happening -
Entries have been made incorrectly.
Cash has been removed/transferred to either hotel account or the owner.
Cash records are missing
2. Payments collected:
The payments collected should be added with respective mode of payment - cash collected, collected by Hotel EDC, and security deposit taken/returned by cash or card.
Check/tally balance amount for drawers and security deposit with the figures here to check against mismatch for cash transactions.
3. Mismatch in records:
Often, we’ve seen cases of cash mismatch driven out of incomplete cashier logs, not changing drawers or because the shifts have not been changed. Please exercise due diligence in maintaining records here.