End Of Day Report

What this report does

A daily overview of all funds in and out of your IRIS FasTrak system, including current balance held in the system, deposits, refunds, sales made, allowances used, and more. This report also includes a breakdown of the day’s sales, including items paid for by allowances or cash.

Recommended use

This report is part of the end of day process, and must be run at the end of every day. You can run this process by going to Maintenance -> End of Day in FasTrak Admin.

Running the end of day process will also carry out the following steps:

  1. Reclaim all unused Free School Meal (FSM) allowances.
  2. Credit people’s accounts with FSM allowances for the next day.
  3. If you are using IRIS FasTrak Pre-ordering, select a menu for the next day.

After running this process, the end of day report will open.

Report breakdown

Details

The date and time that the end of day report was generated.

Cash Flow

An overview of the cash flow in and out IRIS FasTrak. Depending on whether a transaction adds money to the overall cash held or reduces it, the amount for each item will be seen in the ‘money in’ or ‘money out’ columns accordingly.

For example, when people deposit money this increases the overall amount held so the total value will appear in the ‘money in’ column. When customers spend money from their accounts, the overall balance decreases, so the sales values appear in the ‘money out’ column.

The following items are included:

  • Initial Cash Balance — The balance at the start of the day. This is calculated from the total of all customer account balances held in IRIS FasTrak.
  • Allowance Deposits — Allowances deposited into IRIS FasTrak for the day, including Free School Meals, Bursary Free School Meals, Universal Infant Free School Meals, and Supervisor Meals.
  • Cash Deposits — Cash deposited into IRIS FasTrak for the day, including online deposits, cash and cheques that have been entered manually, and cash added through cash loader machines.
  • Sales — Sales made for the day, including both pre-orders and till sales (if you only use one of these two options, the value of the option you do not use will always be 0.00). Includes refunds given and till cash drawer transactions.
  • Unused Allowance Recovery — Recovery of FSM, BFSM, UIFSM, and SVM allowances. These appear as ‘money out’ because the unused allowances are being reclaimed from customer accounts.
  • Cash Withdrawals — Cash that has been withdrawn from a customer’s account, either through an online payment system or by cash being manually handed over to a customer.

The items detailed above are totalled up to display the day’s final balance, including the total money in and out for the day.

Allowances

Sales that have been made using allowances:

Used Allowances — This section includes a list of how many allowances have been allocated, and how many have been used. The allowances included are Free School Meals, Bursary Free School Meals, Universal Infant Free School Meals, and Supervisor Meals.

At the end of this section, a calculated total of the number of allocated allowances and the number of used allowances, including a total value of allowances used, is displayed.

Cash Sales

An overview of sales that have been wholly or partially paid for with cash rather than the customer’s IRIS FasTrak account balance.

Cash Sales — Includes a count of sales made to students, staff, and visitors, as well as the value of the sales and any VAT.

A total count of cash sales made, VAT charged, and value of all cash sales made is included at the end of this section.

Total Sales

A breakdown of sales that were wholly paid for with allowances, sales that were wholly paid for with cash, and sales that were paid for with a mix of allowances and cash.

Total Sales — Includes a count of allowance-only sales, cash-only sales, and sales made with a combination of allowance and cash, as well as the value of the sales and any VAT.

A total count of cash/allowance sales made, VAT charged, and value of all cash/allowance sales made is included at the end of this section.

Consistency Check

To ensure that all funds are being accounted for, the value of all customer balances are compared to the value of all transactions made. These two values should always be the same.

  • Total Purse Balance — The total balance held in IRIS FasTrak at the end of the day.
  • Total Expected Balance from Transactions The expected total balance that is calculated from the day’s transactions. This should be identical to the Total Purse Balance.
  • Difference — The difference between the two above values. This should always be 0.00 (zero).

Finding previous end of day reports

You can view previous end of day reports by selecting the Reports view in FasTrak Admin. Select the End of Day report, and a list of all previously run reports will be displayed, along with the dates and times that they were run. To open one of these past reports, select the date you want to view and then select Open Report from the menu bar.