The Till section of your account enables to manage your float (cash in your cash drawer) and track your cash movements.
In the Till tab of your account, you can perform three kind of actions :
|Cash in||Add cash to your till (aside from your sales payments) such as your cash float or additional money.|
|Cash out||Remove cash from your till (aside from change on cash payments) such as safe drops or store expenses.|
|Cash count||Compare the counted cash in the till to the expected cash, to check your cash amount and register a potential discrepancy.|
A cash book can be generated from these actions. The Cash book ('Accounting/Cash book') lists all your cash movements for accounting purposes.More information.
We recommend to proceed to a cash count at least daily (or multiple times a day if you receive large amount in cash).
At the top of the Till tab, you will find the expected cash section. This is the amount of cash in your cash drawer calculated from all your cash movements.
Cash in and cash takings on sales will increase your expected cash amount.
Cash out will decrease your expected cash amount.
Discrepancies found when you count cash will update your expected cash amount.
At the top of the Till tab, you will also find the sum of cash received since the last cash count. This amount is mentioned for information only.
At the bottom of the Till tab, you will find a list of all your cash movements for the current month. You can also select another month of activity.
When opening your account, you proceed to a cash in to add your cash float. This is the initial amount in your cash drawer to provide sufficient change to customers.
At the end of a period of sale (or end of day) :
1/ Proceed to a cash count in the Till tab. Open your cash-drawer and count up all the cash. Then calculate.
2/ If you find a discrepancy, check again your cash movements on the sales period and fix possible errors (ex : a wrong cash payment assigned to a sale). Then redo a cash count.
3/ Submit your cash count. If a discrepancy remains, your expected cash amount will be updated.
4/ Proceed to a cash out to remove extra funds in your till.
At the beginning of a period of sale, you will start with the same cash amount left in yout till at the end of the previous period.
In the till tab, it is the amount indicated in the Cash expected section.
If the last period of sale was checked by a different person, you can count the already-existing cash to ensure that the amount of cash is balanced.
To undo a cash action :
For a wrong cash in, proceed to a cash out for the same amount.
For a wrong cash out, proceed to a cash in for the same amount.
For a wrong cash count, proceed to another cash count and the difference calculated will balance the error.
If your physical count is less than your expected count, the difference can be explained by :
|A wrong payment type assigned to a sale||Go to the sale, then change the payment type in the Payment section.
If the sale day is already closed, you will need to cancel the sale (reverse sale) and recreate the sale on the current day.
|A store credit input error||Go to the customer form and cancel the wrong store credit line (add a reverse line) and retype the store credit input.|
|Inaccurate payment/change||Add a note to the cash count so your accountant can register an adjusting entry.|
|Tips||In counterpart of overpayments explained by tips, money can be withdrawn from the cash drawer. Notify it in the cash count note.|
|Theft||Quickly assess the amount stolen and intensify your cash counts.|
Except for the two first reasons, the difference will still be there but your expected cash will be updated when you submit the cash count.
The purpose of a closing is to record definitely your sale and payment operations to ensure reliable accounting records.
A sale is closed when you click on the 'Close the sale' button. This operation is irreversible. When a sale is closed, it is not possible to change its fiscal data (prices, tax rates…).
A closed sale takes a single ID number, that follows a continuous and chronological sequence (more information).
To cancel partially or fully a sale, you must make a reverse sale (more information).
In the end of day report (Reports/End of day), you will find all sales closed at the date selected.
A day is a period of 24 hours starting at the time selected when you create your account (midnight is the default value).
You can run a X report at any point during the day. A X report is a snapshot situation of your daily sales. It helps you check that payments received match with what is expected (credit card receipt reconciliation, cash counts…).
Before closing the day, we recommend to proceed to a cash count (more information).
If you find discrepancies, you can still modify these non fiscal data (switch payment types, update customer data…). More information.
To print a Z report (final end-of-day report), you must close the day in the 'Print / Close the day' section of the end of day report.
You can close your day before the closing time of your account, if you enable the right in 'Settings/Users/Access Management': 'Authorize an early closing of the day'.
If you proceed to an early closing, it will not be possible to close any future sale on this day.
The daily closing is irreversible. The daily closing will also closed all unclosed past days on your account.
When a day is closed, it is no more possible to change data on sales of this day.
To modify a sale you must make a reverse sale.
A month is closed when all the days of the month are closed.
In 'Accouting/Month-end closing' tab, you can close the whole month (all days of the selected month will be closed).
A month can be closed only if past months have been already closed.
When a month is closed, a record is automatically generated. Click on the 'archive' icon (on an orange background) to download it.
You will find the end of month report in 'Accounting/End of month'.
A year is closed when all months of the year are closed.
A cash book lists all your daily cash movements.
You can easily find your cash balance at the end of a period.
Your cash book is available in 'Accounting/Cash book'.
Data are recorded in the cash book when you close a day.
If the day of the sale has not been closed:
Go back to your sale, click on the 'Payment' button and select the new payment type.
If the day of the sale is already closed, it is not possible to change the payment method of the sale.
You need to make a reverse sale to cancel the sale (more information) and redo the sale.
The incorrect entry will be adjusted on the day of the reverse sale.
To avoid this issue, we recommend to use the store credit feature (more information) when you don’t know which payment method will be used to pay the sale.
In 'Settings/Users/Access management' enable the right: 'Transfer a sale on a past day'.
In 'Reports/End-of-day' you will find a new tab 'Transfer a sale on a past day', where you can select a sale and the target day for the transfer.
The target day should not be closed.
The sale will keep its transaction/closing dates but will be timestamped on the target day for all reports.
You cannot transfer a sale on a day before the date you switch your account in production mode.