Reporting and Reconciliation Tasks

This topic identifies common reporting and reconciliation tasks, with links to recommended reports for performing each.

Verify Prices and Taxes Are Correct

Review transactions and verify that prices and taxes are correct during the first week of operations, after a price change, after a new product or plan is added, and after a new discount is added.

  • Transaction Report V1: Generate this accrual accounting report for Sale type transactions and then view the price and tax of the relevant product(s), plan(s), or discount(s).
  • Transaction Report V2: Generate this cash accounting report for Sale type transactions and then view the price and tax of the relevant product(s), plan(s), or discount(s).
  • General Sales Report: Generate the report and then view the price and tax of the relevant product(s), plan(s), or discount(s).

Monitor Wash Subscriptions

Review wash subscription renewal transactions and verify that they renew correctly, and that prices and taxes are correct. Compare the number of approvals to declines. Declines are normal, but there should be a larger number of approvals.

Important: For new operations or any time a new plan is added, pay extra attention to expected renewal dates to quickly identify and address any issues.

  • Transaction Report V1: Generate this accrual accounting report for Recharge Plan type transactions and then view the prices and taxes of plan renewals.
  • Transaction Report V2: Generate this cash accounting report for Recharge Plan type transactions and then view the prices and taxes of plan renewals.
  • Plan Customer Detail Report: Generate the report and then compare the Approved and Declined reload transactions.

Reconcile Bank Deposits

Compare payment card revenue recorded in Patheon with payment card processor bank deposit revenue.

  • Bank Deposit Report: Generate the report and then view Visa/MC revenue, Discover revenue, American Express revenue, and total payment card revenue.

Balance Cashier Terminal Cash Drawers

Compare the cash and checks in each cashier terminal's cash drawer with what's recorded in Patheon to identify over/short amounts.

Important: Before opening each day, record the starting amount of cash (available for change) in each cash drawer. Record the amount again at the end of each shift. After closing each day, record the ending amount of cash in each cash drawer.

  • Device Cash Report: Generate the report for a terminal and then view its starting balance, cash received, checks received, cash refunds, ending balance, and over/short.

Balance Tablet Terminal Cash Acceptance

Compare the cash accepted through each tablet terminal with what is recorded in Patheon to identify over/short amounts. 

Important: If tablet terminals are configured to accept cash payments, reconcile tablet cash activity at the end of each shift or business day. Count the cash collected for each tablet terminal, user, drawer, or assigned cash bag, depending on the site's cash-handling process. Compare the physical cash total to the amount recorded in Patheon. 

If tablet terminals use assigned cash bags or a shared cash drawer, record the starting cash amount before the shift begins and the ending cash amount when the shift ends. Investigate any discrepancy between the physical cash count and the amount recorded in Patheon. 

  • Device Cash Report: Generate the report for a terminal and then view its starting balance, cash received, checks received, cash refunds, ending balance, and over/short.

Balance Kiosk Cash Acceptors and Dispensers

Compare the cash in each kiosk terminal's dispensers and acceptors with what's recorded in Patheon to identify over/short amounts.

  • XPT Cash Audit Report: Generate the report for a terminal and then view its acceptors' cash paid in, cash removed, and over/short; dispensers' cash added, change returned, and over/short; and net cash sales, net cash removed, and net over/short.