Cashup

Overview

  • A cashup checks the money a user has taken against the transactions they captured.
  • The user counts the cash (and the other payment types, such as card slips), enters the counted amounts, and BOS Enterprise calculates the difference.
  • A cashup covers one Trans Type (for example, Customer Receipts), a date range (From and To) and, optionally, selected users.
  • For each payment item (for example, Cash and Card), the Summary shows the amount counted, the total of the transactions and the Variance (counted less transactions).
  • Cash can be counted by notes and coins in the Cash grid. The denominations come from the general setting Currencies > Denominations for Home Currency.
  • If the total variance is not zero, a ledger entry is created for it: a Cashup Surplus transaction when more was counted, or a Cashup Shortfall transaction when less was counted. The entry is dated on the To date and is updated when the cashup is saved. If the variance becomes zero, the entry is deleted.

Settings

General Settings

Navigation Example

Main Menu > Setup > Settings > General (tab)

Note

The defaults are the values for new databases, new users and new Transaction Types. Your database may have different values.

Setting Description Default
Cashups > Transaction Type – Cashup SurplusSelect the Transaction Type used to record a surplus (more counted than captured).Not set
Cashups > Transaction Type – Cashup ShortfallSelect the Transaction Type used to record a shortfall (less counted than captured).Not set
Cashups > Filter – Cashup Items (e.g. = 2, in (1,2,3))Enter the Item IDs of the payment items to count (for example, = 2 or in (1,2,3)). These items make up the Summary.Blank
Cashups > Filter – Transaction Types (e.g. = 2, in (1,2,3))Enter the IDs of the Transaction Types that can be selected in the Trans Type filter (for example, = 2 or in (1,2,3)).Blank
Currencies > Denominations for Home CurrencyOpens a list of the notes and coins counted in the Cash grid.Not applicable

Transaction Settings

Navigation Example

Main Menu > Setup > Settings > Transactions (tab)

Setting Description Default
Payments > Payments – Item ID – Cash (Link to Receipts)Enter the Item ID of the cash payment item on the receipts Transaction Type. The Cash grid's notes and coins update this item's counted amount.0

User Settings

Navigation Example

Main Menu > Setup > Settings > Users (tab) > Double-click a Username

Setting Description Default
Other > Cashup – Access AllowedThe options are:
  • None: You cannot open Cashup.
  • User: You can create and edit cashups.
  • Administrator: You can also change the Status of a cashup.
None

Statuses Explained

Status Description
PendingThe cashup can be edited: dates, counted amounts, notes and coins, and the note.
CompletedThe cashup is read-only.
CancelledThe cashup is read-only.

List View

Buttons Explained

Button Description
ViewDisplays the cashups that match the filters.
NewCreates a cashup for the selected Trans Type. If no Trans Type is selected, the message "Please select a Trans Type." appears.
OutputOutputs the selected cashup.
MenuOpens a menu with these options:
  • Reset Data Filter: Resets the filters.
  • Save Grid: Saves your grid layout.
  • Restore Grid: Restores your saved grid layout.
  • Open Cashup: Opens the selected cashup.
  • View Audits: Shows the changes made to the cashup.

Filters Explained

Filter Description
SetSelect a date option (for example, Today, This week or Fin Year).
Date / ToThe start and end dates of the period.
Trans TypeThe Transaction Types allowed by the general setting Cashups > Filter – Transaction Types.

Fields Explained

Field Description
StatusThe cashup's status: Pending, Completed or Cancelled.
From / ToThe period the cashup covers.
CountThe total amount counted.
TransactionsThe total of the transactions in the period.
VarianceThe difference between the amount counted and the transactions.
Created by / Updated byThe users who created and last updated the cashup.
User/sThe users whose transactions are included.

Edit View

Edit View Buttons Explained

Button Description
OutputOutputs the cashup.
NewCreates a cashup.
DeleteDeletes the cashup.
SaveSaves the cashup, recalculates the transactions and variances, and updates the ledger entry.
MenuOpens a menu with these options:
  • View Audits: Shows the changes made to the cashup.
  • Save Grid: Saves your grid layout.
  • Restore Grid: Restores your saved grid layout.
  • Open Ledger Entry: Opens the surplus or shortfall transaction.
  • Open Trans: Opens the selected transaction.
  • Open From: Opens the transaction that the selected transaction was copied from.

Header Fields Explained

Field Description
Cashup No.Read-only. The system-generated number of the cashup.
Trans TypeRead-only. The Transaction Type the cashup covers.
From / ToThe period the cashup covers. Changing the dates refreshes the payment items.
User/sClick the button to select the users whose transactions are included (you can filter the list by Entity). If no users are selected, the transactions of all users are included.
Created by / Updated byRead-only. The users who created and last updated the cashup.
Ledger EntryRead-only. The Trans Type, Trans No and Total of the surplus or shortfall transaction.

Cash Fields Explained

Field Description
DescThe note or coin.
QtyEnter the number of notes or coins counted.
TotalThe value of the notes or coins.

Summary Fields Explained

Field Description
TypeThe payment item (for example, Cash or Card).
CountedEnter the amount counted.
TransThe total of the payment item on the transactions in the period.
VarianceThe amount counted less the transactions.

Transactions Fields Explained

Field Description
TransThe transaction number.
TotalThe transaction's total for the payment item.
DateThe transaction date.
FromThe transaction the receipt was copied from (for example, the invoice).
UserThe user who created the transaction.
CompanyThe customer.

Warnings

A warning appears at the top of the cashup when:

  • The cash counted by notes and coins does not match the Cash counted in the Summary: "Warning: The Cash counted by denominations does not match the Cash counted in the Summary".
  • The dates overlap another cashup: "Warning: The Cashup dates conflict with the dates on another Cashup".

Which Transactions Are Included

The cashup includes the transactions of its Trans Type that are dated in the period, that have a status that posts to the ledger and, when users are selected, that were created by those users.

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