How to reconcile cash in the register daily: opening balance and banknote-by-denomination check

Daily check of the seller’s cash balance: how to set it up and what to check

A daily cash check is needed to compare the actual cash with Torgsoft data and record the result of the check. The program can request the seller’s cash balance at the first login, allows cash to be counted by denomination, and stores the history of such checks.

As a result, the manager sees not only the final amount, but also the discrepancy between the actual count and the balance calculated based on transactions recorded in Torgsoft.

How cash checking works in Torgsoft

There are two related mechanisms.

1 Checking the balance when logging into the program. If the corresponding setting is enabled, Torgsoft opens the «Cash balance» window when the seller logs in for the first time that day. The seller enters the actual cash amount. Until the amount is entered, the program does not allow work to continue. The entered value is saved and is available to the manager under Payment → Cash totals.

2 Cash count by denomination. Instead of entering one total amount, the employee can specify the number of banknotes of each denomination. Torgsoft totals them and saves the check result. A denomination-based cash count can also be performed during the working day and when closing the cash register.

 It is important to understand the difference: entering the actual balance during a check records the result of the cash count. It is not a cash receipt order and does not mean that money is being added to the cash register.

How to enable the balance check at login

Go to Settings → Parameters → Access and enable the parameter: «Request the seller’s cash balance every day at the first login to the program».

After that, Torgsoft will request the actual cash amount from the seller every day at the first login. The value is stored in the database and is then compared with the cash-day data.

There is no need to create a separate financial document for this.

How to set up cash counting by denomination

For the cashier to count money by denomination, the list of banknotes must be filled in Torgsoft. Open Settings → Currency and complete the «Banknotes» table for the required currency.

When the denomination-based cash check opens, the seller specifies the number of banknotes of each denomination. If no active banknotes have been set for the currency, Torgsoft will notify the user that the list must be completed.

After counting, click «Save». The result can be viewed under Payment → Cash totals → Cash count by denomination.

Should the seller see how much money should be in the cash register

For a control count, it is useful for the seller to first enter the actual amount independently.

Under Settings → Parameters → Access, there is a parameter: «Seller can see cash balances when handing over revenue and during cash collection».

If this parameter is disabled, a user with the Seller role does not see the «Total cash» and «Discrepancy amount» values during the denomination-based cash check. The seller counts the actual cash, while Torgsoft saves the result for subsequent review by the manager.

This makes it possible to compare an independent physical cash count with the accounting data.

How to check the cash register at the end of the day

In the sales form, the «Close cash register» action opens the «Cash count by denomination» form. This form can be used both for an intermediate cash count and for closing the cash day.

Torgsoft uses the following data in this form:

• Cash balance — the result of the check at login or the last check of the previous cash day;

• Daily revenue — the amount of revenue for this cash register;

• Cash expenses — the amount of payments made from the cash register;

• Total cash — the result of the current actual cash count;

• Discrepancy amount — the difference based on the current check.

The employee enters the actual number of banknotes. For an intermediate check, the result can simply be saved. At the end of work, the cash day is closed using the corresponding action.

Separately, for the role you can define whether the seller has the right to open «Daily totals» when closing the cash register: Settings → Parameters → Role → Cash count by denomination → Allowed to view daily cash totals when closing the cash register.

What the owner should check every day

The main form is Payment → Cash totals.

Torgsoft stores three indicators here that are particularly important for control. The discrepancy during the login check shows the difference between the balance at the beginning of the cash day and the amount actually entered at login.

For example, according to Torgsoft data, UAH 2,500 should have remained at the beginning of the day, but the seller counted UAH 2,300. The discrepancy is UAH 200. This is a signal to check the cause.

The cash balance from the denomination-based check contains the result of the latest actual cash count. The discrepancy from the denomination-based check compares this actual result with the end-of-day balance according to Torgsoft data.

The history of the checks themselves is stored below in the form. For each check, you can see:

• the time;

• the total amount;

• who performed the check.

If an employee is specified for the operation, Torgsoft displays that employee. If no employee is specified, the program displays the user who performed the check. A separate table contains the banknote denominations, their quantity, and the amount.

What to do if the actual cash does not match Torgsoft data

A discrepancy means one thing: the actual cash count does not match the calculated data in the program. The cause is not yet known.

First, count the money again. If the difference is significant, it is advisable to have another responsible person perform the recount.

Next, open the money movement for the day and check the operations that affect the cash register: sales, returns, payments, expenses, and other financial documents. Under Cash totals, there is a «Daily report» action that generates a money movement report, including sales, payments to suppliers, and business expenses.

This is how the cause should be identified instead of immediately creating an «adjusting» cash order.

A real request to Torgsoft technical support illustrates this well. The client contacted support with the problem «Cash does not balance». The specialist checked the recorded sales and returns, goods movement, and related payments. After the documents were corrected, the cash was counted again and the balance became correct.

This means that the discrepancy may be caused by documents that have already been recorded, rather than by the physical movement of cash itself.

If the seller made a mistake when entering the morning amount

A cash order represents an actual movement of money. If the seller simply counted incorrectly or entered the wrong amount, creating a fictitious movement will change the financial accounting.

The correct approach is to check the actual cash again, perform a denomination-based cash check, and determine whether there is a real discrepancy. If the actual cash is correct, the incorrect morning value remains as information about the result of that particular check.

If this situation makes it unclear how to close the cash day correctly, it is better to check the specific database with technical support rather than create a financial document without an actual business transaction.

Simple procedure for a store

Recommended workflow:

1. At the beginning of the day, the seller counts the actual cash when logging into Torgsoft for the first time.

2. If more detailed control is required, the money is counted by denomination using the denomination-based cash check.

3. The calculated balance and discrepancy amount can be hidden from the seller so that an independent actual cash count is obtained first.

4. At the end of the day, the seller counts the cash register again.

5. In Cash totals, the manager checks the morning discrepancy, the final discrepancy, and the check history.

6. If there is a discrepancy, first check the physical cash and the documents for the day. Financial accounting should be changed only after a specific incorrect transaction has been identified.