Cashing up

This article describes how to run a cash up on the EPOS so you can reconcile the payments you have received against your sales and highlight any variance.

Before you run your first cash up, you will want to set your cash floats on the back office.

To cash up at the end of the day and produce your Z report, go to the "Admin" view and press "End Of Day (Z)" in the bottom right corner.

Press "Yes" at the confirmation prompt.

Note: You may be asked to close all your open tabs before cashing up. If there are any unsettled tabs and you do not have a carry over setup in place, you will have to close them before proceeding.

You will be presented with a screen similar to the below that will ask you to enter the count for your card payments and / or any other payment types you accept, excluding cash (this comes later). For many sites, this will just involve entering card payment totals from your card machines.

If you use integrated card payments this figure should always be as expected and can be set to populate automatically. Please contact [email protected] if you would like this set.

Note: On this screen, you can also check your floats are set correctly. If they are not, close the cash up screen, change your floats on the back office, then come back to the cash up.

On entering an amount you will be able to see if there is any difference to what the system expected (from key presses throughout the day).

On pressing 'Next' you will be presented with a screen for you to enter any purchases/petty cash you made using onsite cash.

To enter a purchase just fill in a description and amount and press the + button on the far right

Note: If you integrate with Xero or Quickbooks you can also select an account for a purchase to be posted to and set whether there is tax on the purchase or not. If you don't use an integrated accounts package you can ignore these fields.

On pressing 'Next' you will be prompted to enter your total cash take for the day. This is a count of all of the cash you have onsite, excluding your floats. This will usually be put aside for banking in an envelope or drop safe.

Once entered, you will see any difference between your count and the amount of cash you should have based on your sales and figures entered in the cash up so far.

Note: At this point the system is expecting you to have enough cash to bring your total payments up to the value of your sales. For example, if you are £1 short on card payments the system will expect you to to have £1 more cash so that overall you have enough payments to account for your sales. 

Pressing 'Next' will take you to the final screen, which gives you a preview of the cash up report you are about to submit. 

The number in the middle of the screen shows any variance between sales and payments. If there is a variance, there will be a breakdown underneath showing the variance by payment type.

Note: If you want to temporarily adjust your closing float, for example, if you had to use some of it to pay some expenses that you didn't have enough in your take to cover, you can do so on the cash up screen. This will adjust the next days opening float accordingly but not the next days closing float.  

Once you have checked the figures and are happy, press 'Submit'.

You will see a message saying your cash up is complete. On clicking OK your cash up report will be displayed on the screen, printed, and emailed to the email addresses you have set up.

If you use an integrated accounting package you will also see your sales invoice and a bill for your purchase in your accounts package.

Now see Understanding cash up reports.