Fund Reconciliation
At the end of a shift, the cashier's last job is to count the drawer and compare it with the software. This screen keeps each of those checks, with the difference — so when somebody asks days later "how far off were we that day", the answer is already there.
Illustration of the Fund reconciliation screen
| Area | What it is |
|---|---|
| 1. Cash fund | The fund being checked. |
| 2. Count date | When it was done; today by default. |
| 3. Counted | What was counted in the drawer, or the account's actual balance. |
| 4. Create | Write the check to the book. |
| 5. Difference column | Calculated for you: counted minus the system figure. |
The Content box is for explaining a difference; the table holds Count date, Cash fund, Counted, System, Difference and Content.
Reading the difference
| Difference | Meaning |
|---|---|
| Zero | The drawer matches the book — a clean shift. |
| Positive | More in the drawer than in the software: money taken without a voucher. |
| Negative | Less in the drawer: money spent without a voucher, or cash banked without a fund transaction. |
Finding the cause during the shift is far easier than days later: filter receipts to that day and by payment method.
Reconcile fund by fund, not all together
Count the cash box on its own and check the bank statement on its own. Lumped together, you cannot tell where the gap is — and the two go wrong for different reasons.
Related
- Cash Fund — where funds are set up.
- Fund Transactions — banking, drawing and transfers.
- Accounting Period Lock — closing once the figures agree.