Entering cash drawer totals into a cash summary sheet

If you have configured ACTIVE Net to use cash summary sheets as part of the cash out process, then when you close a cash drawer at the end of the day or at the end of a shift you will need to count the cash and other payment types in the drawer and enter the totals into a cash summary sheet.

Entering cash drawer totals into a cash summary sheet allows you to compare the amounts in the drawer with the amounts that ACTIVE Net has on file for each payment type. Once you compare these two amounts then you can keep track of cash discrepancies for each drawer.

1. Go to Front Desk. In the side-bar, click Financial and select Cash Summary.

2. Specify the Site, Workstation, System User, and/or date range of the cash summary sheet that you want to modify.

Note: Both Begin Date and End Date refer to the date the cash summary sheet was created. In other words, the search will return all cash summary sheets that were created on or after the Begin Date and that were created on or before the End Date.

3. Click Submit.

4. Click the CSS ID of the cash summary sheet that you want to enter cash drawer totals for.

5. On the Change Cash Summary Sheet page:

1. If Require Deposit Slip Number is selected for the Cash Summary Sheet layout, add or edit the Deposit Slip Number.

2. Count up the total amounts for each payment type in your drawer.

3. Enter the amount for each payment type in the payment type's box on the cash summary sheet.

Note: To change amounts for a closed cash summary sheet, click Edit at the bottom of the page.

6. Enter any necessary Notes for this cash summary sheet.

7. Choose one of the following:

• To save your totals without closing the cash summary sheet, click Save.

• To close the cash summary sheet using the totals you have entered, click Close.

• To view a printable Reprint Cash Summary Sheet report for a saved cash summary sheet, click Show Reprint Cash Summary Sheet Report at the top of the page. This report includes a log of all times this cash summary sheet has been edited in the past.

Note: A closed cash summary sheet is complete, but has not yet been permanently reset. Only users with the Front Desk: Financial - Edit Closed Cash Summary Sheet security option can edit closed cash summary sheets.

Reading the cash summary sheet

There are several different totals on the cash summary sheet that change according to the amounts that you enter for each payment type. They are calculated in the following ways:

• Cash detail section total - The total amount of cash currently in the cash drawer, as entered in the cash denomination boxes above. As long as the cash in the drawer has been counted and entered into the cash summary sheet correctly, this number should correspond exactly to the total amount of physical cash in the cash drawer.

• Less - float - The cash float amount in the cash drawer when this cash summary sheet was opened.

• Total cash to be deposited - Cash detail section total - (Less - float). The amount of cash in the drawer that was added to the original float amount.

• Transaction Amounts (Cash Detail section) - The total amount of cash taken in and/or refunded due to customer transactions, as calculated by ACTIVE Net and as posted to ACTIVE Net's accounting. This amount corresponds to the sum of all cash payments and/or refunds that ACTIVE Net has recorded and linked to this cash summary sheet. While the Cash detail section total above represents actual physical cash on hand, the Transaction Amounts represents the amount of cash that you should have on hand, according to ACTIVE Net's records. Keep in mind that Cash detail section total includes the float amount while the Transaction Amounts for cash does not.

• Summary section total - The sum of all counted payment amounts in the Summary section.

• Batch total - Total cash to be deposited + Summary section total. The total amount of payment taken in, for all payment types. This total does not include the cash float amount.

• Actual Transaction Amounts - Transaction Amounts (Cash Detail section) + transaction amounts for non-cash payment types. The total amount of payment posted to ACTIVE Net accounting for this cash summary sheet. This total does not include the cash float amount.

• Cash Over(Short)

  Cash detail section total - Actual Transaction Amounts - (Less - float). The difference between the total amount for all payment types that you should have on hand and the total amount that you actually have on hand. If this amount is not zero, then an error has occurred. The following are a few common types of errors that can lead to a non-zero amount here:

  • Giving out incorrect change for a cash payment.

  • Accepting an incorrect amount for a cash payment.

  • Mistyping the amount of a check when entering the check payment into ACTIVE Net.

  • Miscounting the amount of cash or other payments in the cash drawer when entering totals into the cash summary sheet.

Note: To prevent specific staff users from viewing the Actual Transaction Amounts, Cash Over(Short) amount, and the over/short amount on the Run Cash Out Process page, make sure they do not have the Front Desk: Financial - Display drawer balance on a closed cash summary sheet and/or the Front Desk: Financial - Display drawer balance on an open cash summary sheet system user profile options.

Remove these options from your staff users if you don't want them to have access to the exact over/short amounts for each cash summary sheets. Without these profiles, users will only see a warning to let them know that the cash summary sheet is out of balance, but they will not know the exact amount that the cash summary sheet is over or short.

Related topics

Overview of cash summary sheets

Setting up a cash summary sheet layout

Adding or modifying a denomination

Configuring financial settings

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