Reviewing till cash and banking it
Review and approve cashiers' till sessions, put approved cash on a deposit slip, mark it banked and reconcile it, and check the daily cash report.
On this page
Overview
Each cash session is one operator's till at one POS terminal, from opening float to the declared cash count. Cash Management lets a supervisor compare the declared cash with what the system expected, and approve or reject the session. Approved cash then goes onto a deposit slip, which is marked as banked and finally reconciled with the bank statement.
Guidelines
Review every submitted session
Sessions waiting for you show as SUBMITTED and are counted under Pending Review. Check the variance and denomination count before approving.
Deposit only approved cash
A deposit slip can include only approved sessions that haven't been deposited yet. Approve the day's sessions before you prepare the slip.
Steps
Step 1: Open cash sessions
Go to Cash Management → Sessions. The cards show Total Sessions, Pending Review, Over Count and Short Count. Filter by site (All Sites), status (Open, Submitted, Approved or Rejected) and a from and to date. Each row shows the Operator, Site / Terminal, when it was Opened, the Expected and Declared cash, the Variance and the Status.
Step 2: Review a session
Click a session to open Cash Session Detail. It shows the operator, terminal and times, and a Financial Summary: Opening Float, System Cash Sales, System Cash Returns, System Expected, Declared Total and Variance, marked OVER or SHORT when it isn't exact. Denomination Breakdown shows how many of each note and coin were counted.
Step 3: Approve or reject the session
For a SUBMITTED session, under Review Action, click Approve if the count is right. To reject it, click Reject, type the rejection reason (required) and click Confirm Reject.
Step 4: Add a bank account
Go to Cash Management → Deposits and click + Bank Account. Enter the Account Name, Bank Name and Account Number (all required), and optionally the IFSC Code and Branch. Click Save Account. Your active accounts and their balances are shown above the deposit list.
Step 5: Create a deposit slip
On Deposits, choose the organisation and the site, then click + New Deposit Slip. Choose the Bank Account and Deposit Date, and tick the sessions to include under Select Approved Sessions. Add Notes if needed. The total of the selected sessions is shown at the bottom. Click Create Deposit Slip. The slip starts as PENDING.
Step 6: Mark the deposit as banked
After the cash is deposited at the bank, click the slip to open Deposit Slip Detail and click Mark as Banked. Enter the Pay-in Slip No. (required) and, if you have it, the Bank Ref / UTR. Click Confirm Banked. The slip moves to BANKED.
Step 7: Reconcile with the bank statement
When the deposit appears on your bank statement, open the slip and click Reconcile with Bank Statement. Enter the Bank Statement Reference (required) and any Notes, then click Mark Reconciled. The slip moves to RECONCILED.
Step 8: Check the daily cash report
Go to Cash Management → Daily Report. It covers the last 30 days by default. Change the site or dates as needed. The cards show Total Sessions (approved, rejected and pending), Total Expected, Total Declared and Net Variance. The table gives the same figures for each day.
Terms
- Opening float
The cash placed in the till at the start of a session.
- System Expected
The cash the system expects in the till, worked out from the opening float, cash sales and cash returns.
- Declared Total
The cash the operator actually counted at the end of the session.
- Variance
Declared minus expected. A positive variance is OVER; a negative one is SHORT.
- Deposit slip
A record of approved session cash being taken to a bank account. It moves from PENDING to BANKED to RECONCILED.
Key points
Only SUBMITTED sessions can be approved or rejected.
Only approved, not-yet-deposited sessions can go on a deposit slip.
A pay-in slip number is needed to mark a deposit as banked.
Notes
+ New Deposit Slip appears only after you choose a site, and only if your role can edit Cash Management at that site.
+ Bank Account appears only if your role can edit Cash Management for the whole organisation.
Warnings
Approve, Confirm Reject, Confirm Banked and Mark Reconciled can't be undone from these pages. Check the figures before you click.
FAQs
A session I approved doesn't appear when I create a deposit slip.
Make sure you chose the same site as the session. Sessions already included in another deposit slip are not listed again.
It says No bank accounts configured.
Add the account first with + Bank Account on the Deposits page, or ask someone with organisation-wide Cash Management access to add it.
Why don't I see Approve and Reject?
They appear only for SUBMITTED sessions, and only if your role can edit Cash Management at that session's site.