Once the receptionist or bartender closed their session (As seen in Cashing Up (Day end procedure)) you can now check for variances in cash on hand.


First we need to navigate to the relevant statement under accounting: Home / Accounting / Dashboard


Select relevant journal. In this case we want to validate "Cash Main Bar's" cash-up. So we will click on "Cash Main Bar"






Here we will find all the statements / cash-ups done for Main Bar. (Note the session number and date) The latest cash-up will be on top and in state: New.


NOTE THAT RED TEXT INDICATE A DISCREPANCY. BLUE INDICATES A BALANCED CASHUP



Upon opening the statement / cash-up, we can have a closer look into what happened during the point of sale session:


WE SEE THERE IS A NEGATIVE R20 VARIANCE DURING THAT SESSION. 

FOR LARGE AMOUNTS WE SUGGEST YOU REQUEST FOR A RECOUNT OR HAVE A LOOK AT SALE DETAILS FOR MORE INFORMATION



Sale details for that session is split up in POS sales & Items added to guest bills:


You can often find clues as to why cash is over / under by looking at the sales. 

For even more information you can click on the linked "Stock Take" to cross reference stock and cash variances seen here: Validate Stock Take



Once you are ready to "Validate", simply click on "Validate" button.

MAKE SURE THE "CASH UP" AMOUNT IS WHAT YOU HAVE IN HAND. WE WILL BE MOVING THIS TO "CASH SAFE" JOURNAL


IF THERE IS A DISCREPANCY A WARNING MESSAGE WILL SHOW UP, AND IF YOU CHOOSE TO CONTINUE THE VARIANCE WILL BE BOOKING INTO YOUR PROFIT/LOSS ACCOUNT




Once validated you will note the Line added to account for variance. Then all you have to do is click on "Transfer cash up" to move the money to "Cash Safe"





Video:



Curve-ball:



If a manual Cash in/out was listed by receptionist/bartender, the you need to manually allocate that payment to an account:

The first thing you'll notice is a "Reconcile" button instead of "Validate"

NOTE THAT IF YOU TAKE BOTH POINT OF SALE & BOOKING PAYMENTS IN THE SAME CASH REGISTER, YOUR BOOKING PAYMENTS WILL ALSO NEED TP BE RECONCILED. BUT DON'T WORRY, WE HADE SURE IT'S EASY ENOUGH



Once you click on reconcile, you will see all the payments to reconcile:

  • Booking payments will already be matched up with payment registered on the booking
  • Other income or expenses need to be allocated
    • You can store frequently used accounts to speed up the process (Please ask support)


After you have reconciled all the lines, please navigate back to statement using navigation on top left.

And validate and transfer cash-up las normal