Spent hours trying to balance drawer!!!! - tanTALK

Teresa · 06-13-2002, 07:16 AM

I spent WAY too long trying to balance the drawer at one of the salons last night. On my helios report for the day the total on the left side is $50.29(a package price) short of the total on the right. There are no in house charges, bonus bucks,prepaid dollars, gift certificates. The cash is what is short....checks add up as do credit cards. There is one transaction for that amount that sayes payment method "split payment" and is really a check, could that have caused my problem and is there any way to see a split payment in detail???

Andy · 06-13-2002, 07:51 AM

Hi Teresa,

You can go into View - System Files - Transactions. Bring up the Transaction(s) involved - by double clicking on the transaction you wish to view.

The payment detail is on the center right side of the screen. Two columns, Cash at the top single column, followed by Check # and amount to the right. Charge # and amount is Credit Card.

If you had more than one transaction in the sale. The payment amounts on a split payment will be allocation in order. Using the first payment method to "pay" for the first transaction and so on down through the payment methods and transactions.

If the Checks do add up properly it is likely that the transaction recorded as a Split Payment that should be a Check has Check recorded in the transaction even though it was coded as a Split.

Check this Teresa!

Look at the Detail Transaction listing on the Daily Sales Report. Look for a transaction(s) with a Price, but no Payment Method code between the Price and the Csr (Cashier).

The Payment Method codes are "C" for Cash, "CH" for Check, "CC" for Credit Card, "SP" for Split - etc.

If you find a transaction(s) with a price but no Payment Method Code - here is what likely happened.

A POS transaction was entered but not completed (F5-End Sale). The computer was turned off or crashed or the Cashier used the Windows End Program function to abort the Helios Program. So a transaction for a sale was left in the system (also having updated the client with the Package values if applicable) and no related Payment Method was recorded.

Thus the Right Side of your Daily Sales Summary includes the Sale related to the transactions, BUT the left side has no related Payment transaction and therefore the out of balance situation. This "orphan" transaction should be Voided.

As always Teresa, if you wish to give me a call to help further with this, number is below.

Hope this helps

_________________

Andy Thompson
ACT Business Solutions
Toll-Free 877-777-6717
andy@atso.ca
ACT Help Center [ This Message was edited by: Andy @ ATSO.ca on 2002-06-13 06:59 ]

Teresa · 06-13-2002, 07:51 AM

Thanks Andy!!!
Now I at least know where to look, but still don't understand why the two totals are different. I am sure it has something to do with a cashier error on that transaction.

Teresa · 06-13-2002, 08:00 AM

There are no "orphaned" transactions..have had that before. I went through detailed report and highlighted each cash, check, or credit card in a different color and added those tickets up. Cash...$50.29 short from the report total, checks and credit card right on. The one transaction in question was for a single package purchase and was paid entirely by a check but detailed report sayes split payment. I will have to wait until I get into the salon to look at this transaction further.

Teresa · 06-13-2002, 08:35 AM

Ooopppsss, Andy just informed me that I do not know my left from my right.....the left side total is $50.29 long, right side totals $50.29 short.

Andy · 06-13-2002, 08:59 AM

but Teresa you have to remember left is right and right is left and center is centre and check is cheque.

lol

Andy · 06-13-2002, 10:13 AM

Teresa, I have located a couple of issue. Not sure of the cause but here is what I have determined.

1. The details lines of the Daily Sales Report do not add up to the Total Sales subtotal. If you add up the Price column on the 5 detail pages it totals 3.27 short from the Total Sales (before taxes) as well as the Totals by Department and by Division. There is one sale at 3.27 but a second is needed to equal the summary page. This would appear to be one 3.50 SHOT that most not have printed on the detail report or was included in the Summary page twice in error.

2. The detail lines for Credit Cards add up properly to the Credit Card total including Taxes. The detail lines for Checks DO NOT add up to the total on the summary page - there is a difference of $50.29 (unless you include the transaction for Client # 6404 at 5:34pm coded as SP (Split Payment)). The detail lines for Cash DO NOT add up to the total on the summary page. The difference is again this same $50.29 plus the $3.50 above (3.27 plus tax).

So if there are no other issues that play a part in this mystery - when you check the Transaction file for the transaction at 5:34pm for Client 6404 (coded as a split payment) I expect you will find the $50.29 (total including tax of the transaction) in both Cash and Check amount in the payment method info.

If have tried (using V9.4) many approaches to try and get this error to occur and have not been successful yet in finding the combo that will cause this out of balance situation to occur.

It is possible that someone gained access to the Transaction File and edited the record. If this occurred you will be able to see a record of that access on the Menu Audit report.

To check this go - Reports - Management Reports - Menu Audit - Date range that an edit could have occurred (in this case just yesterday right). It will display all activities processed/run on the date selected that required a Password. You are looking for an entry reflecting CP: File Menu - M# 6. You will see the Employee/Password that did the edit.

When you run the above report, it will complete and be hidden. Go - Windows (top bar) beside Help and select Print Preview - that will be your report.

Hope this helps, let me know what you find.

Gene · 06-15-2002, 03:14 PM

I've found that on occasions Helios messes up a split payment by misallocating. I haven't found the magic combination either, although I know that putting in the total cash received as part of a split invites trouble. I always input the exact amount of cash for the transaction and do the change counting on a calculator.

Andy · 06-17-2002, 11:02 AM

FYI

Got a PM from Teresa, she check the transaction involved and it did show 50.29 in both Cash and Check payment methods for this transaction paid by Check.

This was the source of the Daily Sales Report reflecting a higher amount (by 50.29) on the left side of the report compared to the right.

Hope this helps others, then and if your reports do not balance.

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06-13-2002, 07:16 AM	#1 (permalink)
Teresa Join Date: Dec 29 2001 Location: Davenport, IA Age: 57 Posts: 2,432 Rep Power: 22	I spent WAY too long trying to balance the drawer at one of the salons last night. On my helios report for the day the total on the left side is $50.29(a package price) short of the total on the right. There are no in house charges, bonus bucks,prepaid dollars, gift certificates. The cash is what is short....checks add up as do credit cards. There is one transaction for that amount that sayes payment method "split payment" and is really a check, could that have caused my problem and is there any way to see a split payment in detail???

06-13-2002, 07:51 AM	#2 (permalink)
Andy Join Date: Jan 25 2000 Location: CT Posts: 1,768 Rep Power: 22	Hi Teresa, You can go into View - System Files - Transactions. Bring up the Transaction(s) involved - by double clicking on the transaction you wish to view. The payment detail is on the center right side of the screen. Two columns, Cash at the top single column, followed by Check # and amount to the right. Charge # and amount is Credit Card. If you had more than one transaction in the sale. The payment amounts on a split payment will be allocation in order. Using the first payment method to "pay" for the first transaction and so on down through the payment methods and transactions. If the Checks do add up properly it is likely that the transaction recorded as a Split Payment that should be a Check has Check recorded in the transaction even though it was coded as a Split. Check this Teresa! Look at the Detail Transaction listing on the Daily Sales Report. Look for a transaction(s) with a Price, but no Payment Method code between the Price and the Csr (Cashier). The Payment Method codes are "C" for Cash, "CH" for Check, "CC" for Credit Card, "SP" for Split - etc. If you find a transaction(s) with a price but no Payment Method Code - here is what likely happened. A POS transaction was entered but not completed (F5-End Sale). The computer was turned off or crashed or the Cashier used the Windows End Program function to abort the Helios Program. So a transaction for a sale was left in the system (also having updated the client with the Package values if applicable) and no related Payment Method was recorded. Thus the Right Side of your Daily Sales Summary includes the Sale related to the transactions, BUT the left side has no related Payment transaction and therefore the out of balance situation. This "orphan" transaction should be Voided. As always Teresa, if you wish to give me a call to help further with this, number is below. Hope this helps _________________ Andy Thompson ACT Business Solutions Toll-Free 877-777-6717 andy@atso.ca ACT Help Center [ This Message was edited by: Andy @ ATSO.ca on 2002-06-13 06:59 ]

06-13-2002, 07:51 AM	#3 (permalink)
Teresa Join Date: Dec 29 2001 Location: Davenport, IA Age: 57 Posts: 2,432 Rep Power: 22	Thanks Andy!!! Now I at least know where to look, but still don't understand why the two totals are different. I am sure it has something to do with a cashier error on that transaction.

06-13-2002, 08:00 AM	#4 (permalink)
Teresa Join Date: Dec 29 2001 Location: Davenport, IA Age: 57 Posts: 2,432 Rep Power: 22	There are no "orphaned" transactions..have had that before. I went through detailed report and highlighted each cash, check, or credit card in a different color and added those tickets up. Cash...$50.29 short from the report total, checks and credit card right on. The one transaction in question was for a single package purchase and was paid entirely by a check but detailed report sayes split payment. I will have to wait until I get into the salon to look at this transaction further.

06-13-2002, 08:35 AM	#5 (permalink)
Teresa Join Date: Dec 29 2001 Location: Davenport, IA Age: 57 Posts: 2,432 Rep Power: 22	Ooopppsss, Andy just informed me that I do not know my left from my right.....the left side total is $50.29 long, right side totals $50.29 short.

06-13-2002, 08:59 AM	#6 (permalink)
Andy Join Date: Jan 25 2000 Location: CT Posts: 1,768 Rep Power: 22	but Teresa you have to remember left is right and right is left and center is centre and check is cheque. lol

06-13-2002, 10:13 AM	#7 (permalink)
Andy Join Date: Jan 25 2000 Location: CT Posts: 1,768 Rep Power: 22	Teresa, I have located a couple of issue. Not sure of the cause but here is what I have determined. 1. The details lines of the Daily Sales Report do not add up to the Total Sales subtotal. If you add up the Price column on the 5 detail pages it totals 3.27 short from the Total Sales (before taxes) as well as the Totals by Department and by Division. There is one sale at 3.27 but a second is needed to equal the summary page. This would appear to be one 3.50 SHOT that most not have printed on the detail report or was included in the Summary page twice in error. 2. The detail lines for Credit Cards add up properly to the Credit Card total including Taxes. The detail lines for Checks DO NOT add up to the total on the summary page - there is a difference of $50.29 (unless you include the transaction for Client # 6404 at 5:34pm coded as SP (Split Payment)). The detail lines for Cash DO NOT add up to the total on the summary page. The difference is again this same $50.29 plus the $3.50 above (3.27 plus tax). So if there are no other issues that play a part in this mystery - when you check the Transaction file for the transaction at 5:34pm for Client 6404 (coded as a split payment) I expect you will find the $50.29 (total including tax of the transaction) in both Cash and Check amount in the payment method info. If have tried (using V9.4) many approaches to try and get this error to occur and have not been successful yet in finding the combo that will cause this out of balance situation to occur. It is possible that someone gained access to the Transaction File and edited the record. If this occurred you will be able to see a record of that access on the Menu Audit report. To check this go - Reports - Management Reports - Menu Audit - Date range that an edit could have occurred (in this case just yesterday right). It will display all activities processed/run on the date selected that required a Password. You are looking for an entry reflecting CP: File Menu - M# 6. You will see the Employee/Password that did the edit. When you run the above report, it will complete and be hidden. Go - Windows (top bar) beside Help and select Print Preview - that will be your report. Hope this helps, let me know what you find.

06-15-2002, 03:14 PM	#8 (permalink)
Gene Waiting Confirmation Join Date: Dec 8 2000 Posts: 169 Rep Power: 0	I've found that on occasions Helios messes up a split payment by misallocating. I haven't found the magic combination either, although I know that putting in the total cash received as part of a split invites trouble. I always input the exact amount of cash for the transaction and do the change counting on a calculator.

06-17-2002, 11:02 AM	#9 (permalink)
Andy Join Date: Jan 25 2000 Location: CT Posts: 1,768 Rep Power: 22	FYI Got a PM from Teresa, she check the transaction involved and it did show 50.29 in both Cash and Check payment methods for this transaction paid by Check. This was the source of the Daily Sales Report reflecting a higher amount (by 50.29) on the left side of the report compared to the right. Hope this helps others, then and if your reports do not balance.

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