The Cashout function allows cashiers to reconcile transactions that have occurred in the Point of Sale finance system with actual monies in the cashier’s drawer. Cashing out will account for all monies tendered, refunded, voided, etc. and will provide a cashout receipt when complete.
1. From the Accounts Receivable menu, click Cashouts.
2. On the Drawers tab, select a cash drawer from the pull-down.
For a quick search, use the Filter text box to begin typing the name or number of the information displayed in the pull-down. In this case, you could begin typing the name of the cash drawer. Note: This feature is available on most pull-downs.
3. Once you’ve selected the correct drawer from the pull-down, click Cashout.
A new tab, Current Cash Out, displays with the name of the Drawer, the Cashout Date, the Cashier, the status of Approval (Approver), and the Beginning Cash Balance.
The Beginning Cash Balance is money already in the drawer before any transactions occurred. These bills must also be accounted for when cashing out (in steps 5 and 6).
4. In the Coins section, enter the actual coin count with each denomination counted separately. Be sure every coin in the drawer is accounted for. In the image shown, there are five pennies, two nickels, and two quarters. Notice the Total column--this will calculate the total for each coin type times the Count entered. There will also be a Total for all coins in the last line of the Coins section; in this case, it is 0.65.
5. In the next section, enter the number of each bill in the drawer. In the image shown, there are three ones, four fives, four tens, etc. Like the Coins section, the Bills multiplied by the Count will auto calculate in the Total column. The Total for all bills counted is 243.00.
6. The last section is Totals. This is where you will review the Actual Amount counted in the drawer, the Tendered Amount for all recorded transactions, and the Over/Short amount. In the image shown, the Actual Amount will show as zero until the coins and bills are counted as shown in the previous sections. The Over/Short section will list any amount not accounted for whether it be more money than should be in the drawer or less. The image shows -281.65, which means $281.65 has yet to be accounted for.
Note that the Totals section is also supposed to be used to account for all collected checks, money orders, credit cards, etc.
It is important to be sure you do not forget to add checks, credit cards, money orders, etc. in the Totals section. If something is forgotten before cashing out, the cashout will have to be voided and redone.
Once everything has been accounted for, the Actual Amount will update to the total of bills and coins entered. You will also notice the Over/Short column has now updated to -0.00 meaning that all monies have been accounted for.
The last section is Refunds. If any refunds have been issued, they will show here. Otherwise, it will read No Records Found.
7. If leaving money in the drawer, be sure to enter the amount in the Left in Drawer section before submitting your cashout.
8. Use the Files section to attach any applicable files to the cashout.
a. As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files.
b. Click the Scan File button for direct scanning; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first. Any files added here display on the Cashout Report.
9. The Comments section allows you to add internal comments, such as why you are over/short or why the specified amount is being left in the drawer, etc. Type your comment in the provided text box and click Post to add a comment. The comments posted here also display on the Cashout Report.
10. When everything has been entered and accounted for, click the Submit button to officially cashout.
Clicking Submit will generate a receipt/printable record of your cashout, which includes a breakdown of the amount tendered, a currency count, as well as the transactions that occurred using the selected drawer.
11. To print, click the printer icon located in the upper right corner of the screen.
Note: If you do not see the black bar across the top of the screen or any of the icons, move your pointer over the window to make it appear.
a. To rotate the image, you can click the circular arrow (the 1st icon that appears in the upper right corner of the screen). Click the down arrow to download the image as a PDF file. You can also expand the window, zoom in, and zoom out using the three icons on the right side of the screen.
See Accounts Receivable > Cashout Report for a history of cashouts.