If the Cash in POS box gives you a sad smiley face, it means that you have a deviation in your POS settlement. This means that the total amount of cash counted, including any withdrawals and deposits, don't match the total amount registered in the system. First we recommend that you count the cash drawer again. When this is done, check the following:
- Note down the Grand total cash - this should be the exact amount you have in the cash drawer at the end of the day, excluding both withdrawals and deposits
- If you have made any withdrawals, have you registered the exact amount withdrawn from the cash drawer in the Total withdrawals from POS box? If you have, this has to be excluded in the amount entered in the Cash in POS box.
- If you have made any deposits, have you registered the exact amount deposited to the total deposits to POS box? If you have, this has to be included in the amount entered in the Cash in POS box
- The correct calculcation for Cash in POS = Grand total cash - Total withdrawals from POS + Total deposits to POS
Real Cash Deviation
If you still get a deviation, it may be a real discrepancy (that you HAVE more or less cash in the drawer than what is registered). This can be due to several things; it has been returned or received the wrong amount from a customer, coins / banknotes have been "lost" on the floor or elsewhere, there is a an error from previous settlements, etc.
If the deviation is real, it must be registered as it is, and you'll have to write down an explanation so that you can remember what happened for later audit.
The Cash Settlement Does Not Match the Bank Reconciliation:
Compare the numbers with the bank card transactions
- Log in to Portal: Sales> Bank card transactions. Check the total amount registered on the bank reconciliation against what the cash drawer has registered to find out the amount that makes up a difference.
Compare the numbers between the bank reconciliation and the POS settlement to find the difference
- Check bank reconciliation, either by looking at the physical printout or by going to Sales > Bank card transactions, against the POS settlement that day. Here you could either use the physical POS settlement note or go to Sales > Sales details and look at the settlement PDF of the appropriate date.
Did you have any sales after you finished the POS settlement of the day?
- Check the time stamp on the POS settlement note and check if you had any sales after finishing the settlement and if this amounts to the deviation
- Check the time stamp on the reconciliation the day before and check if you had a sale after that time the date before.
N.B.Remember to always do a new reconciliation and POS settlement if you've had more sales after completeing the original reconciliation/POS settlement on the same day.
Look at the overview of all manually approved bank card transactions
- See if there is an amount marked "manually approved at checkout" and with a red exclamation mark..
- Check Sales> Sales details for the transaction.
- Find sales that have been approved manually at checkout.
N.B.Manually approved bank card transactions can be done if the POS fails to receive an approved response from the bank terminal and the customer is charged, but the sale doesn't complete in POS. The function used in these instances is called Manual card payment. When manual card payment is used, the cashier must verify that the customer has been charged. This can either be confirmed by calling the terminal supplier or by using the function "Copy last transaction". This will check the last transaction on the bank terminal.
The cashier can then verify that the amount has been charged to the card by looking at the receipt that is printed.
Procedure: Read here (link to manual registering bank card)
Check sales details
- Go to Sales > Sales details to further investigate.
- Only transactions with two green squares, located on the rightmost side of the sales line, are active and completed sales. These are the sales included in the POS settlement and the reports.
- Red squares under "Diff" means that there is a difference between the sales amount and the amount paid.
- The two green squares under Diff and Status confirms that there are no deviations between sales amount/paid amount and that the sale is complete.
Wrongly Completed Sales
- If a mistake is made on a sale the sale must be reversed before it can be redone correctly.
- Some examples can be:
- A product is scanned and the cashier forgets to enter a discount and the customer pays. This must be reversed by registering a return on the product at full price and then be resold on the same transaction with the discount.
- The cashier ends up selecting cash as the type of settlement instead of bank card. This can be corrected by scanning the sales receipt, return the product, completing the sale and then start the sale all over.
If you're still unable to figure out the deviation, an email can be sent to firstname.lastname@example.org. In this email you have to include the store name, POS number (if you have multiple cash registers), the date, the amount of the deviation and on what type of settlement the deviation is found.