Balance the cash register

Balance the cash register

What
When balancing the cash register, the actual cash on hand is counted and compared with the balance recorded in the system. Any cash taken to the bank is also documented.

Where
POS: Cash register info > Edit.
POS: Cash balance > Complete.



Introduction

Recording all income and expenses as they occur ensures that the cash register always shows the correct balance for a cash register inspection.

The cash register is balanced at the end of a working day to compare the actual cash on hand with the income and expenses recorded in the POS system. 

This allows you to identify and check any cash discrepancies. At the same time, cash withdrawals are documented and the cash register is prepared for the next working day. 

Balancing the cash register provides a complete and traceable record of all cash movements.



Preparation

Before balancing the cash register, count the actual cash on hand and compare it with the cash balance shown under Cash register info.

Check any cash discrepancies before completing the cash balance and, if necessary, correct them by adding cash withdrawals or cash deposits.



Procedure for balancing the cash register

1. View cash register info on the dashboard

  1. First, open the cash balance. On the POS dashboard, go to "Cash register info" and click "Edit".




  2. Note the amount shown under "Cash balance" in Cash register info.





2. Count all cash

  1. Count all the cash actually in the register. Use a counting sheet if needed and compare the total with the cash balance shown in step 1. 

  2. Then check whether the actual cash on hand differs from the balance recorded in the POS system.

    1. If there is too much cash in the register:
      First check the recorded transactions and, if necessary, post the corresponding amount as income. Go to POS: Dashboard > Cashbook > Add entry > Revenue.




    2. If there is too little cash in the register:
      First check the recorded transactions and, if necessary, post the corresponding amount as an expense. Go to POS: Dashboard > Cashbook > Add entry > Expense.





3. Determine the amount to deposit at the bank

Decide how much cash to remove from the register and take to the bank.

It is recommended to use banknotes where possible and avoid coins. Most cash deposit machines do not accept coins. Deposit this cash at the bank promptly.



4. Balance the cash register

Now prepare the cash balance:
  1. On the POS dashboard, go to "Cash balance".

  2. Click "Complete".




  3. Review the messages displayed and resolve any open transactions. In this example, the POS indicates orders that have not yet been delivered, a logged-in employee, and an open table.

    First resolve the displayed issues and any open transactions.
    Click the black buttons to see more information about open transactions or logged-in employees.




  4. Enter the amount you previously decided to take to the bank under "Bank deposit".

  5. Under "Closing balance", click "Coin counter" to record the cash that will remain in the register. Then enter the number of remaining banknotes and coins.

  6. At the bottom of the coin counter, click "Apply". The count record is saved temporarily. The closing balance amount and bank deposit are then greyed out. If you want to change your entries, click "Back".








5. Complete the cash balance

Check the amounts entered and any comments. 

Only click "Balance the cash register" once all displayed open transactions have been resolved.






6. View completed cash balances

You can find completed cash balances under Admin: Accounting > Cash balance. 

There you can view the cash balances and the counting protocol captured with the coin counter, display the list of bookings, and print the cash balance if needed.


Example: