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Cash Reconciliation

Cash Reconciliation is a per-shift till count — you record the opening float, count the closing cash by denomination, compare it against the POS system's recorded sales figures, and lock the entry with a manager sign-off. It is shift-based (multiple counts per day) rather than a single end-of-day close.

📍 Menu path: Finance & Payments → Cash Reconciliation

👤 Who uses it: All roles with the Billing feature enabled

Overview

Each reconciliation covers one Shift (Breakfast, Lunch, Dinner or Late Night) on one Date, with its own Opening Float and a denomination breakdown (₹2000 down to coins) of the counted closing till.

Expected Cash = Opening Float + POS Cash Sales (entered from your POS system's reported figure); Variance = Counted Closing − Expected Cash, shown as OVER (green/blue), SHORT (red) or balanced.

Beyond cash, the form also records POS vs. Actual figures for Card, UPI and Other payment types side by side, plus an optional Tips Pool Collected amount for the shift.

A reconciliation starts as DRAFT (editable) and becomes SIGNED_OFF once a manager signs it — signed-off entries can no longer be edited, only printed.

The page surfaces two alert banners: one for any shift still pending sign-off, and one listing any shift whose variance exceeds ₹500 (over or short) so it gets manager attention.

Before You Start

You must have the Billing feature enabled on your plan.

Step-by-Step Guide

1 Record a shift's cash count

Open Finance & Payments → Cash Reconciliation and click "New Recon".
Set the Date, Shift and Manager on Duty (all required), and enter the Opening Float.
Count the closing till and enter the quantity for each denomination (₹2000 down to Coins) — the ₹ subtotal per denomination and the running Closing Counted total update live.
Enter POS System Totals (Cash Sales, Card Sales, UPI Sales, Other) from your reported sales figures.
Enter Actual Collected for the non-cash types (Card, UPI, Other) if you reconcile those too.
Enter any Tips Pool Collected amount and Notes explaining any discrepancy, then click "Save Reconciliation".

2 Sign off a shift

Find the DRAFT entry (amber left-border) in the list and click "Sign Off" — this immediately locks it against further edits, recording the Manager on Duty name and the current timestamp as the signer.

3 Investigate a variance

Watch for the "Variance exceeds ₹500" banner at the top of the page, which lists every shift with a large discrepancy.
Expand a row (▼) to see the full denomination breakdown and the POS-vs-Actual table for Cash/Card/UPI/Other, then check the Notes field for any explanation already on file.

4 Print a reconciliation sheet

Click "Print" on any row (draft or signed) to open a printable sheet with the denomination count, POS vs. counted summary, variance, and a manager signature line (or the recorded digital sign-off details if already signed).

Every Field & Button, Explained

Field / Button	What it does
`Date / Shift / Manager on Duty`	All required to save; Shift is one of Breakfast, Lunch, Dinner, Late Night.
`Opening Float (₹)`	Cash placed in the till at the start of the shift; defaults to ₹5000 on a new entry.
`Denomination Count`	Quantity entered for each of ₹2000, ₹500, ₹200, ₹100, ₹50, ₹20, ₹10 and Coins; multiplied by face value to get the Closing Counted total (plus Opening Float).
`POS System Totals`	Cash/Card/UPI/Other sales figures as reported by the POS system for the shift, entered manually.
`Actual Collected (Non-Cash)`	What was actually collected for Card/UPI/Other, for comparison against the POS figures.
`Variance`	Closing Counted − (Opening Float + POS Cash Sales); shown as OVER, SHORT, or balanced (✓).
`Tips Pool Collected (₹)`	Optional — total cash tips collected during the shift, tracked alongside the till count but not included in the variance calculation.
`Status`	DRAFT (editable) or SIGNED_OFF (locked; records signedBy and signedAt).

Tips & Best Practices

Count the till before touching the POS Cash Sales field so your denomination count is not influenced by what the system says you should have.
Investigate and note the reason for any variance over ₹500 immediately in the Notes field — the reason is much easier to remember at end of shift than a week later.
Sign off promptly once a count is confirmed correct — signed entries are locked, which protects the record from later accidental changes.

Troubleshooting & FAQ

I can't edit a reconciliation.

It has already been signed off (SIGNED_OFF entries are locked) — you can still view and print it, but not change any figures. Create a fresh entry with corrected figures and a note if a mistake needs correcting.

Variance shows SHORT even though I counted carefully.

Variance depends on the POS Cash Sales figure being accurate too — if that figure is wrong (e.g. includes a refund not reflected in the till), the variance will be wrong even with a perfect physical count.