Audit Report

This functionality is only available to customers who have purchased Campus Point of Sale as add-on functionality.

PATH: Point of Sale > Reports > Audit Report

The Audit Report audits for potentially incorrect transactions within a selected time frame. Users can generate this report in one of two modes: either by the quantity of items purchased or by the cash sale value of items purchased.

Audit Report

Report Logic

Generating the Report

  1. Select the School for which to generate the report from the dropdown list and the school (calendar) year.
  2. Select the Summary Type
    • The Daily option requires users enter a reporting date.
    • The Period option requires users enter Start and End Dates
    • The Month option requires users select the month for reporting data.
  3. Enter the Date in mmddyy format or click the calendar icon to select a date.
  4. Select the Date Type
    • Transaction Date: When the transaction took place.
    • Post Date: When the transaction was posted to the student’s account.
  5. Select the Audit Type:
    • The Quantity type will find transactions with a minimum quantity greater than or equal to the entered value.
    • The Cash Sale option will find cash sale transactions having a cash amount greater than or equal to the input amount.
  6. Click the Generate Report button. The report will open in Adobe PDF format, listing the desired options (quantity, cash) and for the appropriate types (day, period, month).

Understanding the Quantity Audit Report

The Quantity Audit Report indicates all transactions where the quantity for an item is greater than or equal to the quantity entered.

Audit Report - Quantity Audit Report

The table below describes each report column.

Field

Definition

Student (Student#)

The student's/patron's name who made the purchase, including the student number and grade.

Account#

The account number charged for the item.

Transaction Time

Indicates the time the transaction occurred on the Point of Sale terminal.

Post Time

Indicates the time the transaction was posted to the server. 
 
Gaps between the Transaction Time and the Post Time can occur if transactions processed on the Point of Sale terminal are not sent to the server immediately due to a network issue or the terminal is not connected to the network until after each serving period. For entries made into a patron's Journal, gaps can occur when the Transaction Time selected by the person entering the information is different (back dated or future dated), than the actual time the transaction is being entered. The Post Time in this case should be close to the actual data entry time in Campus.

POS

Indicates the terminal which processed the transaction. Transactions with a POS value of "SERVER" are generally transactions that were entered through the patron's Journal.

.Item

Indicates the item purchased.

Eligibility

Indicates the student's eligibility for the item purchased.

Price

Indicates the price charged for the item purchased and is based on the pricing established in the Purchasable Items tool. 

Quantity

Indicates the quantity of each Item sold during the transaction.

Understanding the Cash Sale Report

The Cash Sale Report indicates all cash sale transactions where the cash amount is greater than or equal to the cash amount entered.

Audit Report - Cash Sale Report

The table below describes each report column.

Field

Definition

Student (Student#)

The student's/patron's name who made the purchase, including the student number and grade.

Grade

Grade of the patron (if not a staff member).

Account#

The account number charged for the item purchased.

Transaction Time

Indicates the time the transaction occurred on the Point of Sale terminal. The Transaction Time shown for entries made in a patron's Journal is defined by the date entered on the Journal with the time set to 12:00 AM.

Post Time

Indicates the time the transaction was posted to the server. 
 
Gaps between the Transaction Time and the Post Time can occur if transactions processed on the Point of Sale terminal are not sent to the server immediately due to a network issue or the terminal is not connected to the network until after each serving period. For entries made into a patron's Journal, gaps can occur when the Transaction Time selected by the person entering the information is different (back dated or future dated), than the actual time the transaction is being entered. The Post Time in this case should be close to the actual data entry time in Campus. 

POS

Indicates the terminal which processed the transaction. Transactions with a POS value of "SERVER" are generally transactions that were entered through the patron's Journal

Cash

The amount of cash taken from the patron and entered into the terminal during the transaction.

Check #

The check amount and check number entered by the cashier during the transaction.

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