Cashup Tutorial

Overview#

• A cashup checks the money a user has taken against the transactions they captured, for example, at the end of a shift.
• You enter the amounts counted for each payment item, such as Cash and Card, and BOS Enterprise shows the variance.
• A surplus or shortfall is posted to the ledger automatically.
• For every field and setting, see Cashup.

💡These tutorials explain how to set up cashups, cash up a period, count cash by notes and coins, check the transactions, and complete a cashup.

How to Set Up Cashups#

1. Navigate to Main Menu > Setup > Settings > General (tab).
2. Set the Cashups settings:
   • Transaction Type - Cashup Surplus = Select the Transaction Type that records a surplus (more counted than captured).
   • Transaction Type - Cashup Shortfall = Select the Transaction Type that records a shortfall (less counted than captured).
   • Filter - Cashup Items = Enter the Item IDs of the payment items to count, for example, in (1,2,3).
   • Filter - Transaction Types = Enter the IDs of the Transaction Types that can be cashed up, for example, = 2.
3. To count cash by notes and coins, set up Currencies > Denominations for Home Currency (see How to Set Up Denominations).
4. Click Save (button).
5. Navigate to Main Menu > Setup > Settings > Transactions (tab) and select the receipts Transaction Type, for example, Customer Receipts.
6. Payments > Payments - Item ID - Cash (Link to Receipts) = Enter the Item ID of the cash payment item, so that the notes and coins counted update it.
7. Click Save (button).
8. Give each user who cashes up Other > Cashup - Access Allowed = User, and the person who approves cashups Administrator (see How to Edit User Settings).

How to Create a Cashup#

1. Navigate to Cashup.
2. Trans Type = Select the Transaction Type to cash up, for example, Customer Receipts.
3. Click New (button). The cashup opens.
   • Note: Without a Trans Type, the message Please select a Trans Type. appears. If the message Cashup not created. Invalid setting: Settings & Defaults > General Settings > Cashup > Filter - Cashup Items appears, the payment items are not set up yet.
4. Fill in the fields:
   • From and To = Select the period the cashup covers.
   • User/s = Click the button and select the users whose transactions are included. With no users selected, everyone's transactions are included.
5. In the Summary, Counted = Enter the amount counted for each payment item. Trans shows the total of the transactions, and Variance the difference.
6. Click Save (button). The transactions and variances are recalculated, and a Cashup Surplus or Cashup Shortfall transaction is created for any variance.
   • Note: If the dates overlap another cashup, the warning Warning: The Cashup dates conflict with the dates on another Cashup appears at the top.

How to Count Cash by Notes and Coins#

1. Open the cashup.
2. In the Cash grid, Qty = Enter the number of each note and coin counted. Total shows their value.
3. Click Save (button). The total updates the Cash amount counted in the Summary.
   • Note: If the two amounts differ, the warning Warning: The Cash counted by denominations does not match the Cash counted in the Summary appears.

How to Check the Transactions in a Cashup#

1. Open the cashup.
2. The Transactions grid lists the transactions in the period, with their totals, dates, users and customers.
3. To open a transaction, select it and click Menu (button) > Open Trans. Open From opens the transaction it was copied from, for example, the invoice.
4. To open the surplus or shortfall transaction, click Menu (button) > Open Ledger Entry.

How to Complete or Cancel a Cashup#

1. Open the cashup.
2. Status = Select Completed or Cancelled.
3. Click Save (button).