Cash Shortfall and Cash Overhang

This How-To describes new functions and workflows that are only available in enforePOS 2. This version is exclusively available to customers participating in the enforePOS 2 Early Access program.

Your staff members finish the device business day or shift, and when counting cash, the expected cash balance differs from the actual cash balance? Then there is a cash shortfall or overhang that must be reconciled in order to close the location business day. In the following sections, we will show you the different options for reconciliation, and you will learn how to set the threshold and number of recounts.

Reconcile Cash Balance

1. Open Accounting in the POS menu.

2. Tap on Current Business Day.

   In our example, the cash register "Cash Register 1" has a shortfall of €14.00. You can recognize this by the orange background of the cash register, by the note Shortfall: €14.00 and the orange circle with exclamation mark.

3. Swipe from right to left on the cash register or staff member with the shortage.
   ⮕ The submenu opens.
4. Tap on .⮕ The Reconciliation window opens.
   You now have various options for making up the difference: via a subsequent recording of a cash withdrawal, a reconciliation transaction or a recount. You can learn more about this in the following tabs.

• Record Cash Withdrawal afterwards

  The reason for the difference may be, for example, that cash was withdrawn to buy a magazine or for other expenses. If this is the case, you can record this cash withdrawal afterwards. You will find out how to do this in the following section.

  1. Tap on Record Cash Drawing afterwards in the Reconciliation window.⮕ The Cash Transaction window opens.
  2. Choose the type of Cash Transaction. In our example, we choose Expense.

     In our example, we enter the information for a qualified withdrawal. In this How-To, you can find out what other settings you can make for a cash withdrawal for expenses.

     
  3. Choose what the expense was for.
  4. Enter the missing cash amount in the Cash Amount field.
  5. Assign a tax rate to the cash transaction in the Tax Rate field.
  6. Enter a document number.
  7. Specify the document date.
  8. Add a description.
  9. Tap on [Complete]. ⮕ You have recorded the cash withdrawal and reconciled the cash shortfall.

• Reconciliation Transaction

  If you want to record the cash shortfall as such, you can make a reconciliation transaction for it. Note that this may have tax disadvantages for you. You will learn how to do that in this section.

  1. Tap on Reconciliation Transaction in the Reconciliation window.⮕ The Reconciliation window opens.

     Depending on the option you have selected for the corresponding cash container in the Reconciliation tab for a cash shortage or cash overage in the Selection Mode field, specifying a reason is either mandatory, optional or not allowed. The default setting is Optional.

  2. Tap on Reason to select a reason for the difference.

     Alternatively, you can tap on Select Reason....

     ⮕ The Reason window opens.
  3. Choose a reason. In our example we choose the reason Loss.
  4. Tap on Description to specify a description for the difference.

     Alternatively, you can tap on the field below Description.

     ⮕ The Description window opens.
  5. Enter a description for the difference.
  6. Tap on [Confirm].
  7. Tap on Confirm.⮕ The difference has been reconciled by a reconciliation transaction.
  8. Tap on [Confirm].

• Count Again

  If you want to recount your cash, follow these steps:

  1. Tap on Count Again in the Reconciliation window.⮕ The Count Cash window opens.
  2. Count your cash.
  3. Tap on [Save] to confirm your count.
     In our example, the amount counted after the recount is the same as the amount expected, so the difference is cleared.

Set Threshold

You have the option to set a threshold for a cash shortage or overage. This means that up to this threshold, you do not need to make a reconciliation transaction or record a subsequent withdrawal to complete the location business day.

To set a threshold, proceed as follows:

1. Tap on Settings.
2. Tap on [Edit configuration].

   In our example, we use a shared configuration.
   If you are using a location-specific configuration, the settings will be displayed in the right pane.

   ⮕ The Accounting window opens.
3. Choose the cash container you use. In our example, we select Overall.⮕ The Cash Containers [name of cash container] window opens.
4. Switch to the Reconciliation tab.
5. In the Automatic Reconciliation area, tap on the Threshold for automatic cash reconciliation field.
6. Enter an amount. In our example we enter €10.00.
7. Confirm with . 
8. Confirm with .⮕ You have set a threshold for a cash shortage or overage.

In the following example, the staff member Mary Jones has finished her shift and counted her cash, with a shortfall of €10.00. However, since this is within the set threshold of €10, the shift is considered successfully completed. You can recognize this by the green check mark.

Repeat count in case of differences

You can set whether and how often your staff members are required to recount their cash in case of differences. This also applies to you as the owner when you verify the count again. You can set the difference from which a recount is required. When the defined maximum number of recounts is reached and the difference is still above the threshold, the difference is displayed to the responsible person as a cash shortage or overage.

To make the settings for the recount, proceed as follows:

1. Perform steps 1 - 4 from the Set Threshold section.
2. Enable the option Counting must be repeated in case of a difference.
3. Set the maximum number of recounts in the Number of repetitions field via and . In our example we define 2 maximum recounts.
4. Set a threshold value in the Threshold for mandatory recount field. In our example, we define a threshold of €5.
5. Confirm with .

   If you do not set a threshold, recounting is required no matter how large the difference is.

6. Tap on to save your entries.

In the following, we will show you an example process for a recount. In our example, cash is managed by the staff members. The staff member Mike Johnson is about to finish his shift and count his cash.

1. Tap on your shift.
2. Tap on [End Shift].
   ⮕ The Count Cash window opens.
3. Count your cash.
   In our example, the counted amount is €6 less than the expected amount.
4. Tap on [Complete].
   ⮕ The following message appears.
5. Tap on [Confirm].
6. Recount your cash 2 more times. In our example, the same difference of €6 occurs in each count. To recount your cash, repeat steps 3 - 5.

   If the difference remains above the threshold after a recount, you must perform the maximum number of recounts. Otherwise, you can complete the cash count beforehand.

   ⮕ The End Shift window opens.
7. Make a cash withdrawal if necessary.
8. Tap on [End Shift].⮕ The preliminary staff report is displayed.
9. Tap on .
   As the owner or responsible person, you can see the difference on the active staff members under Current Business Day.
   Now you can either reconcile the cash balance or set a cash reconciliation threshold that is greater than the existing difference.

Learn more...

• Close Location Business Day