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Micro-Market Accountability Report


The Micro-Market Accountability report provides a reporting tool on micro market cash collections and market product shortages. This report can be run in several configurations which provide everything from a daily overview of market activity to a detailed cash analysis of market collections by Point of Sale.

This report always provides 2 different measurements of accountability: Cash over/short and Product shrinkage. Cash Accountability compares the cash collected to the kiosk cash meter readings. The Product over/short compares expected market inventory to actual physical counts.

This report should be run daily to review cash accountability and be reviewed by route supervisors or senior management. It should also be run as soon as possible after the cash collection for the day has been counted and posted to the VendMAX database.

To analyze market shrinkage, be sure to set the parameter to include product O/S.

Because this is typically a Cash report, the default setting will only include line items that relate to collect services. If you conduct ‘fill-only’ machine services, these will not appear on this report when the parameter is set to exclude product O/S.

Report Parameters

There are several report parameters that are available to help control the configuration of the report and the level of detail that is included in the resulting document. The choice of parameters can dramatically affect the layout and usefulness of the report. Each option is described below, while the Examples and Recommendations section gives some suggestions on useful configurations and the required parameters.

Top Level Grouping

The Top Level Grouping parameter establishes how how data is grouped and subtotaled. In most cases, you will be most interested in seeing the cash accountability information summarized by route. This is done by selecting the Route item in the dropdown.

Because VendMAX independently tracks the Driver and Truck from the route, these summary options are also available. As an example, you may choose to use the Driver setting if you are tracking the activity of a jump or vacation driver who has moved through several routes during the summer. In this case, you are able to run a cash report on that driver for the entire summer and see an accumulation of all cash shortages, regardless of which routes they have serviced.

The report examples included below each use the Route top-level grouping.

Report Configuration

This parameter establishes the level of detail that will display on the report.

Exception Basis

This field determines the parameter upon which the exception will be applied.

  • Product
    The product over/short on the market visit will be compared to the expection value. Only market visits where the product O/S exceeds the exception amount will be displayed.
  • Cash
    The Cash over/short on the market visit will be compared to the expection value. Only market visits where the cash O/S exceeds the exception amount will be displayed.

Exception Type

This filter is based on the Primary Accountability for each vend visit. It takes effect only when you type in a number under “Exception Amount”.

  • Over
    The report will show only vend visits where the primary accountability shows an overage or shortage greater than the Exception Amount.
  • Under
    The report will show only vend visits where the primary accountability shows an overage or shortage less than the Exception Amount.

Exception Amount

Used in conjunction with the Exception Type. This amount entered here will filters out market overages or shortages which are under or over the amount entered here.

Report Filters

While the parameters described above help to control the configuration and level of detail provided in the report, the filters are available for limiting the amount of data that is displayed.

Table Lookup on EAU

This filter allows you to select a single employee for which to run this report. EAU stands for Employee And User. This filter is most useful when you are running the report with ‘Top Level Grouping’ set to DRIVER. This is most often used to run Cash Accountability on a swing driver, or during vacation schedules.


The following examples will be used for a description of how to interpret this report. The first example, below, was run with the following parameter and filter settings:

  • From: 3/1/2016
  • To: 3/31/2016
  • Top Level Grouping: Route
  • Report Configuration: POS Level

Therefore, this is an Accountability report for the entire month for both cash and product. It shows one value per POS.

Report Column Descriptions

  • Total Cash Collected
    This field is the mathematical addition of the Actual Bills and Actual Coin counted in the money room for this Market Visit. This is the number which is compared to the expected values to form the basis of the Cash Over / Short calculation.
  • Fund Change
    This is a record of any roll coin and bills the driver has reported adding to the kiosk coin mech or bill recycler when servicing the machine.
  • Refunds
    This is a record of any cash refunds that the driver has reported paying when servicing the machine. For Handheld users, the route driver typically records this data when servicing a machine into the ‘Refunds’ field on the handheld. It is also the same number that can be viewed in a Micro market Visit record as ‘Refunds’. If you typically alternate between Fill-Only services and Collect services, then the Refunds field will contain the total of all ‘Refunds’ values since the last collection.
  • Msg. Cash, Paid Comm, Card Cash
    Totals from Missing Cash and Paid Commissions fields in each market visit
  • Product ($ & %)
    This is the product over/short which is calculated on the market visit. Market Product O/S is calculated only when a product is physically counted in the market. The over/short (or shrinkage) is calculated as comparison between the market system inventory and the physical count. The report displays the over/short as a dollar amount and it also shown as a percentage of the total collection.
  • Cash ($ & %)
    This is cash accountability for the market. This column of data compares expected cash to actual cash counted in the money room. The expected cash value is calculated as the meter value from the market kiosk for coins and bills received into the kiosk since the last time the kiosk was collected. This expected cash is then compared to the Revenue Collected and counted in the money room to calculate the overage or shortage in the $ field. After the slash, this dollar shortage or overage is also shown as a percentage of the total collection.
  • Visit Date
    This is the date that the Market Visit was performed. This column only appears when the report is run with the ‘Report Configuration’ set to ‘Vend Visit Level’ or ‘Kiosk Vend Visit Level’. In any other configuration, the data contained on each row may be the accumulation of several Micro Market Visits, and therefore the date field would not have meaning.
Updated on January 15, 2020

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