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Match till money to your bank deposits and count what you hold
Updated
A close books the sale and holds its money in Undeposited Funds. In store › Waiting for the bank shows what is still held: Cash on hand, Card batches in transit and Other money, for each till. Open Show the days to see which days the money is from.
Settle a deposit
You settle a deposit from its bank line. In Banking, choose Match to invoice on the deposit. Till money lists each pool it could come from.
- Cash. Choose the pool and settle. A deposit clears your oldest days first and may stop part way through one, so three days of cash rounded down to a bag works as it is. Anything left stays waiting.
- Card batches. The terminal cuts a batch when it says, not when you shut, so a batch rarely equals a day. Type the Batch gross from the terminal's batch report, and HQ books the difference as a processing fee. Left blank, the deposit is the gross and the fee is zero, which is right for a processor that bills monthly.
- Other money. A cheque or transfer rung as other clears exactly what reached the bank.
If only part of a deposit is till money, tick Only part of this deposit is till money. The rest can pay an invoice, stay on the line's own category, or both, and they must cover the whole line.
HQ refuses a deposit bigger than what the till has taken by that date, and says why. Post the missing day, say it is till money from before my start date, or take the rest as a part of something else. A difference of a few dollars on cash can go to Cash Over/Short if you choose Settle it anyway.
To undo a deposit, find it under Deposits on this page and choose Undo. A locked period refuses that.
Money from before your start date
Sales from before your till started that you banked after it are not in any close. On the deposit, choose This is till money from before my start date, then code it the way you always have. It posts nothing. Withdraw takes the answer back while the line is still not coded.
A deposit coded as sales
Once closes book your sales, a deposit coded to a sales account counts that sale a second time, in two entries that both balance. So coding one asks first. If it is till money, choose Match to invoice and settle it against the till. If it is a sale that never went through the till, answer It's a separate sale, code it, and HQ codes it and keeps a record that you said so. The assistant can't say that for you, so do it on the line in Banking.
Books Health lists any deposit in your till's period coded to sales as Deposits coded as sales. Settle each one against the till, or dismiss the card if they really are separate sales. A new deposit will ask again.
Count the pool
Count the pool asks what you actually hold of that kind, not yet banked and leaving out the float. For card batches it asks what the processor still owes you. Any difference posts to Cash Over/Short on the day you count, and you must say why. To correct a wrong count, count again.
A large short beside deposits coded as sales stops and names them, by name, date and amount. That money may have reached the bank and not be short at all, so settle those deposits against the till first. If the cash really is gone, choose The cash is gone, count it anyway, and the write-off stays on record.
A shop that never counts can carry cash that isn't there. A few dollars short every day adds up in Undeposited Funds, and your income looks higher than it was. HQ flags money left behind after your deposits, and the month-end close asks for a count dated in the month.
Tips you still owe staff
If a till takes tips, or took them and has stopped, this page shows what the tips account still holds. HQ records that tips are owed and that they were paid, and stops there. Tips a business controls can be employment income, which is a question for your accountant or payroll provider. HQ does not ask it, and it does not work out what anyone is owed.