Cash Register Reconciliation and Daily POS Closing
A register closes when the counted cash agrees with the opening float and recorded cash movements, or the difference has been documented. Keep card payments and bank transfers out of the cash drawer calculation.
Calculate the expected cash
Expected cash equals the opening float, plus cash received, plus authorized cash paid in, less cash refunds and authorized cash paid out. Record each movement when it happens and keep its reference.
Count the drawer before removing the deposit. Have a clear rule for who counts, who reviews a difference and who approves corrections. The process should preserve the original count.
| Example movement | TTD amount |
|---|---|
| Opening float | 500.00 |
| Cash sales | 2,100.00 |
| Cash paid in | 100.00 |
| Cash refunds | (150.00) |
| Cash paid out | (200.00) |
| Expected cash | 2,350.00 |
Investigate a difference using the records
A counted balance of TTD 2,330 in the example produces a TTD 20 shortage. Record the count and difference first. Check payment method selection, change given, refunded transactions and cash removed for expenses.
Search for repeated receipt numbers, cancelled sales and events near a staff handover. Record the explanation without silently changing the cash sales figure to force a match. A recurring shortage may indicate a training, process or control problem.
Count each currency separately
Use a separate denomination count for each currency in the drawer. A USD balance should reconcile against USD cash movements. A TTD balance should reconcile against TTD cash movements.
The consolidated report can use recorded rates after the native balances have been checked. Converting every note into one total before counting can conceal the currency in which a discrepancy occurred.
Check noncash payments alongside closing
Group card and transfer records by provider and reference. A POS entry marked paid needs supporting payment evidence. Keep unconfirmed transactions in a review list and reconcile processing fees and payouts using provider records.
Refunds need the same discipline. A credit note changes the customer balance. A confirmed refund documents the money returned. The close should make those events traceable.
Make the handover repeatable
Before ending the shift, resolve or record held sales, pending payments and unsynced transactions. Save the register report, count, variance explanation and reviewer. Confirm how the next opening float is established.
DSDillon POS tracks opening floats, cash movements, counted balances and register differences. Its multi currency register records the expected and counted cash by currency. These records support a daily close that the owner can reproduce.
Questions before you decide
Should card sales be added to expected drawer cash?
No. Drawer cash is calculated from cash movements. Card transactions should be reconciled to their processor records in a separate payment review.
What should happen when cash is short?
Preserve the count, record the variance, investigate the transaction history and have an authorized reviewer approve the explanation or correction.
Tell us how your business sells.
Share your business type, locations, currencies, invoice requirements and payment providers. We will scope the workflow, connections and acceptance tests.
