Find out why a day doesn't add up
Suppose that on Wednesday 14 October Omar takes 1,140.00 in cash at one shop and hands in 1,100.00 at the end of the day. This example closes the day with the difference, finds where it came from, and sorts it out. Who: supervisor and office · Where in the cycle: Close the day.
Before you start
Section titled “Before you start”- Take payments (PAYMENT_RECORD) opens Money › End of day, Money › Cash and Money › Receipts, for the reps your reach covers.
- Omar holds no cash from earlier days: everything was banked.
- Count before banking. If the cashier banks the cash before the supervisor counts it, there is nothing left to count.
The example, step by step
Section titled “The example, step by step”1 · 10:15 · A van sale at Zamalek Corner — Omar, on the phone
Section titled “1 · 10:15 · A van sale at Zamalek Corner — Omar, on the phone”Omar sells Zamalek Corner 10 Juice 1L from the van and the shopkeeper pays the whole invoice in cash.
Nile Fresh
INVOICE · INV-000003
- Customer
- Zamalek Corner
- Net
- 1,000.00
- VAT
- 140.00
- 10 PCS Juice 1L × 100.001,000.00
- VAT 14%140.00
TotalEGP 1,140.00
| Item | Before | After | Change |
|---|---|---|---|
| VAN-03 · Juice 1L | 40 PCS | 30 PCS | −10 |
| Zamalek Corner owes | 0.00 EGP | 1,140.00 EGP | +1,140.00 |
Nile Fresh
RECEIPT · RC-000003
- Customer
- CUST-00003 · Zamalek Corner
- Method
- Cash
- Balance owing
- 0.00 EGP
- By
- REP-03
- Cleared against INV-0000031,140.00
ReceivedEGP 1,140.00
| Item | Before | After | Change |
|---|---|---|---|
| Zamalek Corner owes | 1,140.00 EGP | 0.00 EGP | −1,140.00 |
| Cash in Omar's hand | 0.00 EGP | 1,140.00 EGP | +1,140.00 |
The shopkeeper pays with 1,200.00 in notes, and in the rush Omar gives back 100.00 instead of 60.00. The phone knows nothing of the change: it recorded 1,140.00 taken. (Numbers in this example are illustrative.)
2 · 18:00 · Omar hands in 1,100.00, Sara closes the day — console
Section titled “2 · 18:00 · Omar hands in 1,100.00, Sara closes the day — console”Omar ends his day on the phone and hands Sara 1,100.00. She opens Money › End of day (today). REP-03’s row reads Cash 1,140.00 and Still out 1,140.00 (still out: cash not yet handed in). She presses Close the day:
- Count what the rep hands in is ticked, because Omar has cash out.
- She types Cash 1,100.00 and Cheques 0.
- The verdict turns red: Cash short 40.00 EGP.
- Why it differs is required. She writes “Short 40.00 — checking with Omar”.
- She presses Sign the day off.
On the docs company the short count is shown on a second rep, REP-04 (Youssef Kamal), whose day is still open.
- Count what the rep hands in
- Cash short 40.00 EGP
- Why it differs
| Item | Before | After | Change |
|---|---|---|---|
| Expected cash | — | 1,140.00 EGP | — |
| Counted cash | — | 1,100.00 EGP | — |
| Cash difference | — | -40.00 EGP | — |
| Signed off | no | yes | — |
The row reads To sort out. The day is listed under Differences to sort out, and the dashboard’s Needs you shows Day differences to sort out 1. Signing off moves no money: the 1,140.00 is still in Omar’s hand on the books.
The same short day, REP-04's, signed off with its difference.
- Cash short 40.00 EGP
- Sort out
3 · 18:10 · Sara traces the 40.00 — console
Section titled “3 · 18:10 · Sara traces the 40.00 — console”She checks what the phone says Omar took in cash today:
- Money › Receipts, Today, Rep REP-03, Method Cash: one receipt, RC-000003, Zamalek Corner, 1,140.00. Collected reads 1,140. The cash taken was recorded correctly; the gap is in the hand-in.
- Money › Cash: REP-03 Took … In hand 1,140.00 in red.
On the Nile Fresh day itself: one cash receipt, RC-000001, 700.00 from Nile Market.
She calls Omar, who remembers giving 100.00 change on a 1,200.00 note at Zamalek Corner instead of 60.00.
4 · 18:20 · The cashier banks what was handed in — console
Section titled “4 · 18:20 · The cashier banks what was handed in — console”On Money › Cash the cashier presses Bank it on REP-03, types 1,100.00 and the paying-in slip SLIP-002, and presses Record.
| Item | Before | After | Change |
|---|---|---|---|
| Cash in Omar's hand | 1,140.00 EGP | 40.00 EGP | −1,100.00 |
| Banked from Omar | 0.00 EGP | 1,100.00 EGP | +1,100.00 |
REP-03’s In hand reads 40.00, in red: the difference is visible on Cash until it comes in.
5 · Thursday · Omar pays the 40.00 back, Sara sorts it out — console
Section titled “5 · Thursday · Omar pays the 40.00 back, Sara sorts it out — console”Omar hands in 40.00; the cashier banks it with slip SLIP-003 and REP-03 reads settled.
| Item | Before | After | Change |
|---|---|---|---|
| Cash in Omar's hand | 40.00 EGP | 0.00 EGP | −40.00 |
| Banked from Omar | 1,100.00 EGP | 1,140.00 EGP | +40.00 |
On End of day, under Differences to sort out, Sara presses Sort out, writes What became of the difference “Omar paid the 40.00 back on 15 October, banked with SLIP-003” and presses Mark as sorted out. Wednesday reads Signed off · sorted out. Sorting out moves no money; the banking did.
What happens next
Section titled “What happens next”- Wednesday’s figures stay as they were signed off: expected 1,140.00, counted 1,100.00, short 40.00, with both notes.
- Audit: “Closed a day”, “Handed in cash” for each deposit, and “Sorted a day’s difference”.
- Anything Omar records after the sign-off counts on his next day.
If something goes wrong
Section titled “If something goes wrong”| What you see | What to do |
|---|---|
What was handed in differs from what was expected. Say why, then close the day. DIFFERENCE_REASON_REQUIRED | The count differs from what was expected. Write why, then sign off. |
This rep's day is already signed off, so it can't change. Refresh to see who signed it. DAY_ALREADY_SIGNED_OFF | Someone signed it off first. Refresh to see who. |
Someone already sorted out this difference. Refresh to see what they wrote. DIFFERENCE_ALREADY_SORTED | Someone already sorted it out. Refresh to read what they wrote. |
This day was handed in without a difference, so there is nothing to sort out. NO_DIFFERENCE | The day was handed in without a difference; there is nothing to sort out. |
Expected cash is 0.00 and the count is unticked | The cash was banked before the count. Compare Receipts (Cash) with the deposits on Money › Cash instead. |
REP-03 is carrying 1,140.00 EGP and this deposit is 1,200.00 EGP | You can't bank more than the rep holds. If he really handed in more, a payment is missing on the phone — look on Receipts. |