Sales Cash Drawer Balance Report overview

Sales > Reports > OE Reports > OEROB

Function acronym: OEROB

Use this report to obtain the media totals for each warehouse, Taken By operator, and payment type. The media totals at the end of each day should balance a) the payments taken in and b) the amount in the cash drawer.

The Sales Cash Drawer Balance Report is valuable as an auditing tool because the report shows any adjustments that are made to order payments or down payments. A GL Transactions Entry record is created for each payment posted in Sales Order Entry to track each payment made on the Sales Cash Drawer Balance Report.

The Sales Cash Drawer Balance Report is also used to close batch journals. Batch journals are used for high-volume transactions such as those that are initiated from third-party retail management, shipping, or point of sale (POS) systems. The specific batch name distinguishes the journal from journals that are opened for typical transaction updates to GL, such as during order entry or cash receipts entry. Normally, these batch journals remain open until a new transaction is created the next day, or if business is closed over a weekend, days later. If you anticipate that these open batch journals will cause problems with balancing your control accounts, especially during month end processing, you should run the Sales Cash Drawer Balance Report after all processing is complete for the day. These batch journals are closed for these processes:

  • Receipt of payments through API Gateway: oeetapi
  • Cash drawer management by an external retail management system (such as Infor Rhythm for Commerce: oeedapi
  • Third-party AR journal transactions: aretapi
  • Third-party shipping: 3pship

For each operator and payment type, totals are provided for Sales & Sales Adjustments, Refunds & Refund Adjustments, Cash Back, and Media Totals. These totals should correspond directly to the cash drawer tape that is generated from the cash drawer at the end of the day.

If you have activated the cash drawer management feature, the report includes General Ledger transactions generated from Sales Drawer Transaction Entry petty cash postings. For these transactions, the Order # is 0-00. The Lookup Name column value is Csh Draw - <the Drawer ID value>. The Drawer ID value is taken from the Sales Drawer Transaction Entry record. The Drawer ID value was setup in Product Cash Drawer Setup. The payment type for petty cash is setup in SA Table Code Value Setup-Payment Type.

All Sales Order Entry journals must be closed before generating this report. If a journal is open when this report is processed, the report totals can not match the actual cash drawer balance. If the Open Journal is displayed, you can override the Post Date value; to provide flexibility in balancing cash taken in. For example, for a given day and warehouse, payments and orders that were entered previously with different journal numbers can be changed.

In most cases, the cash drawer tape provides a total for cash, checks, charges, and individual bank cards. The Amount Due field contains the total invoice amount less any payments that were applied to the invoice.

If this report does not match the cash drawer tape, use the details in the report to determine where the cash drawer became out-of-balance. Use this report to determine which operators are in-balance or always out-of-balance.

With a Received on Account (RA) order type, the Taken By operator initials may indicate two different operators. This may occur when an operator who specifies their initials in the Taken By field is different than the operator who opened the journal.

These sections are included on the Sales Cash Drawer Balance Report:

Detail

Depending on sort order, either by warehouse or payment type, the Detail section shows, first, the total amount of orders entered for each payment type. Next, the detail lists each order where that type of payment was made. Zero (0) payment types are shown separately for any adjustments that are made to a tendered order.

The Detail section does not print if you print totals only.

Credit card numbers are masked on all report output. This action complies with the credit card industry's Payment Application-Data Security Standard (PA-DSS) and Payment Card Industry Data Security Standard (PCI-DSS).

Totals

The totals for all warehouses are shown in the Totals section. These totals are separated into these columns: Sales & Sales Adjustments, Refunds & Refund Adjustments, and Media Total. The Media Total shows the actual cash drawer total.

If an order with an amount tendered is canceled, adjustments are made to reverse the tendered amount and post the amount correctly. This may happen when payment is applied towards a backorder that is later canceled. These adjustments are reflected on the Sales Cash Drawer Balance Report. An order can be deleted in these functions:
Note: The type of adjustment necessary depends on the function.
  • Sales Order Entry: If you select Delete order, a warning message is displayed informing you that a tendered amount has been posted against the order. Make a manual adjustment.
  • Sales Order: Quantity Shipped adjustment on Extended view. A journal is opened, if one is not already opened, to reverse the amount tendered.
  • Sales Entry Shipping Feedback Report: Quantity Shipped adjustment. A journal is opened and closed behind the scenes to reverse the tendered amount and post to the original order; when a backorder was created.
  • Sales Entry Processing Cancel/Convert Orders Report: You cannot cancel an order with an amount tendered. An exception message is displayed: Order Not Canceled; Order Has A Tendered Amt.

Orders that have been deleted due to a manual or quantity adjustment with tendered amounts are printed with **** in the Whse field. Adjustments are printed with an asterisk next to them. Canceled orders are shown with CAN. A legend is printed on the bottom of the report to define these codes.

Foreign Customers

All currency amounts are shown in the domestic currency.