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How to Run Cash Shortage/Overage (Variance) Report

In this tutorial, you will learn how to run the Variance Report (cash shortage/overage report).

Run Report

  1. Reports | Variance
    variance report
  2. Select the Start Date and End Date that you want to run the report for.
  3. Under Report By, place a checkmark in either User, Machine, or Area. If you check User, you can select the specific user in the drop-down list. If you check Machine, you can select the specific machine in the drop-down list. If you check Area, you can select the specific area in the drop-down list. If you leave all three checkboxes unchecked, it will be a facility-wide report.
  4. Click on the Select All in Date Range button or manually select all applicable Cash Closes under the Include column.
    variance report machine select
  5. Click on the Print Report button.
  6. This report will show you your system totals, your closed totals, and any variances in your media totals. These variance totals are the difference between what has been recorded in the system and the media totals that were entered in the cash closes.

Types of Variance Reports

The Cash Shortage/Overage report displays the media variance for a specified time period against one or more cash close outs. The report also includes debit and credit data for each media against the sales and taxes incurred in the specified date range. There are seven different ways a Cash Shortage/Overage report can be run:

Totals Only

A Totals Only report simply displays the totals for each media that should have been collected within the specified date range. To perform a Totals Only report, simply select the date range and click the Print Report button. It is also possible to print a Totals Only report for a selected user or machine by selecting either or both. Do not select any cash close out to perform a Totals Only report.

User Cash Shortage/Overage

A User Cash Shortage/Overage report displays the amount that should have been collected by a selected user, per media, against what the user entered into the cash close. To print the User Cash Shortage/Overage report, first select the date range. Then check the User checkbox and select the user from the User pulldown menu. After the user is selected, only the cash close outs that were performed by the selected user are displayed. Select one or more cash close outs and click the Print Report button.

Machine Cash Shortage/Overage

A Machine Cash Shortage/Overage report displays the amount that should have been collected at a selected machine, per media, against what was entered for the machine. To print the Machine Cash Shortage/Overage report, first select the date range. Then check the Machine checkbox and select the machine from the Machine pull-down menu. After the machine is selected, only the cash close outs that were performed at the selected machine are displayed. Select one or more cash close outs and click the Print Report button.

Area Cash Shortage/Overage

An Area Cash Shortage/Overage report displays the amount that should have been collected at a selected area, per media, against what was entered for the area. To print the Area Cash Shortage/Overage report, first select the date range. Then check the Area checkbox and select the area from the Area pull-down menu. After the area is selected, only the cash close outs that were performed at the selected area are displayed. Select one or more cash close outs and click the Print Report button.

User and Machine Cash Shortage/Overage

A User and Machine Cash Shortage/Overage report displays the amount that should have been collected by a selected user at the selected machine, per media, against what was entered for the user. To print the User and Machine Cash Shortage/Overage report, first select the date range. Then check the User and Machine checkboxes and select the user from the User pull-down menu and the machine from the Machine pulldown menu. Only the cash close outs that were performed by the selected user, on the selected machine, are displayed. Select one or more cash close outs and click the Print Report button.

User and Area Cash Shortage/Overage

A User and Area Cash Shortage/Overage report displays the amount that should have been collected by a selected user in the selected area, per media, against what was entered for the user. To print the User and Area Cash Shortage/Overage report, first select the date range. Then check the User and Area checkboxes and select the user from the User pull-down menu and the area from the Area pull-down menu. Only the cash close outs there were performed by the selected user in the selected area are displayed. Select one or
more cash close outs and click the Print Report button.

Facility Cash Shortage/Overage

The Facility Cash Shortage/Overage report is used to compare all sales in the selected date range, for all users and machines, against the selected cash close outs. To print a Facility Cash Shortage/Overage report, simply select the appropriate date range, selected cash close outs and click the Print Report button.
Select All in Date Range
This button selects all of the active cash close outs that fall within a specified date range.

Filter Inactive Cash Closes

This checkbox will prevent inactive cash close outs from appearing in this list. A security clearance equal
to or greater than data management is required to mark a cash close out as active or inactive.

Select By

Select date recorded to see all cash closes completed in the date range. Select active date to see all cash
closes completed where the active date falls within a specified date range.

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