Reconciling the POS

Configuration Process Performing the reconciliation Reporting on reconciliations FAQ & Diagnostic Tips

A cash reconciliation is the process of verifying the sales that took place and amount of cash in a cash register as of the close of business, shift change, or when a manager deems it necessary. Users who have a Facility restriction or who are logged onto a Register may reconcile the cash register as often as needed. Afterwards, reports may be run within the main application to display sales amounts, returns, deposit, and gain/loss information for each store, Location, or Facility. By adding the beginning cash in drawer to the daily sales figure, a retailer will know exactly how much money should be in the cash register or POS system at any given time. This is extremely useful to avoid holding too much cash on the sales floor, for discovering frequent overages/shortages for particular cashiers, to remove temptation of taking cash without documentation from the cash drawer, etc.

Configuration

• Accounts - Appropriate accounts for POS payments, reconciliation, and gain/loss will need to be created. For more information, refer to Configuring the Chart of Accounts.
• Payment Types - Payment types that will be used/accepted via the cash register application need to have POS accounts and the "Include in reconciliation" check box indicated.
• Restrictions and Security - Users performing reconciliations will need to be restricted to the facility where reconciliations will be performed and have permission for the security "Cash register -- reconciliation". For more information, refer to Managing Users and User Security.
• Registers - One or more Registers can be created and linked to a Facility to transact and reconcile in the Cash Register. If there are no registers, the system will use the users' facility restriction for reconciliation. For more information, refer to Setting up the Cash Register.

Process

Performing the reconciliation

Note that the user performing the reconciliation must have a Facility restriction, otherwise a system prompt will be received and prevent the user from continuing.

1. Log into the Cash Register.
   • When running classic versions of DEACOM, the DEACOM Cash Register application is launched via the "cashreg.exe" file located in the main DEACOM application folder. Note that companies must obtain the appropriate number of cash register licenses when using this application. Please contact DEACOM Support for additional information on licensing.
   • When running web versions of DEACOM, the cash register is accessed by typing "/CashRegister" at the end of the URL.
2. Click "More" then "Reconciliation", which will open the Store Reconciliation form for the Facility that the user is restricted to and the Register being used for the session.
   • Note: If Registers are setup and a user logs into a Register, a Facility restriction is not required to complete the Store Reconciliation.
3. Review the information presented and modify records as necessary using the "Modify" button when the desired line is selected.
4. On the Edit Reconciliation form, the initial value of the Deposit will be the same as the value in the "Received" column, but is able to be changed for any Payment Type that has a "POS Gain/Loss" account assigned, to indicate that a different amount than received will be deposited, usually because there is more or less in the drawer than there should be. The deposit amount should be physically counted for each Payment Type, and the results entered in the "Deposit" column. Entering a value in the "Deposit" field other than the initial value will recalculate the "Gain/Loss" amount.
   • Note: Credit cards that are processed through DEACOM’s credit card processing functionality do not have credit slips in the cash drawer, so they cannot be lost or misplaced by POS personnel. Therefore, POS Gain/Loss accounts are not needed for credit card Payment Types. Cash and individual checks can be misplaced, and do need POS Gain/Loss accounts.
5. Once all Payment Types are reconciled, save and close the Edit Reconciliation form to return to the Store Reconciliation form.
6. Once all information for this reconciliation is verified, click the "Save" button then click "Yes" to the prompt to post the reconciliation. Once the reconciliation has been posted, the system will display the posting entry number and offers users the option to print a detailed record of the GL entry. If performing multiple reconciliations on a daily basis the system will only record the new receipts, returns, and payments on accounts since the last reconciliation was posted.

Reporting on reconciliations

The POS Reconciliation report can be used to display sales amounts, returns, deposit, and gain/loss information for each store, Location, or Facility. Additional fields may be added to the default report layout as necessary by following the steps listed in the Configuring Grid Layouts and Automated Reports page. To generate a report using the main app, simply navigate to Sales > Order Reporting, select a "Report Type" of "POS Reconciliation", enter other pre-filters as desired, then click "View".

FAQ & Diagnostic Tips

I entered an ending balance during my last reconciliation but now my starting balance on the reconciliation form is zero. Was it entered incorrectly?

The beginning balance on the reconciliation form will not be displayed until a transaction has been processed in the Cash Register application.

I forgot to print my store reconciliation report. Can I print a copy of the report?

Once the reconciliation is posted, you cannot recreate the same report. You are able to print the POS reconciliation report in Sales > Order Reporting > Report type of "POS Reconciliation". The other option is to look up the posting in Accounting > Accounting Reporting > Report type of "General Ledger Detail" and limit the report using the "Postref" field. This view breaks the deposit amount down between the various accounts.

How is the beginning balance calculated?

The Cash Register runs a trial balance for the POS Payment accounts from all Payment Types that also have a POS Reconciliation account to determine the starting balance.

Can multiple Payment Types be displayed on the Store Reconciliation form?

Yes, if multiple payments types were used when entering POS payments and the Payment Type is flagged as "Include in Reconciliation," the Store Reconciliation form will break out amounts based on Payment Type.