End of Day / Cash Out

Introduction

The End of Day form helps you check that cash in hand matches what ROS2006™ calculates you should have. Enter your cash count and click the Process button to generate the computer totals. View any differences, then explain and correct them. This is usually a management function with extra security requirements, and can be done at the end of the day or after a shift change. If you use Night Audit, process it before running End of Day.

 

The End of Day Window

Criteria Tab     

Cash Count Tab

Foreign Cash Tab      

End of Day Payment Entry Tab

Foreign Currency Summary Tab

Function Buttons

Example - Completing a Cutoff

Access the End of Day / Cash Out Window

Access

Method

Menu :

From the Main Menu, select Tools - Procedures - End of Day.

The End of Day Window  Back to Top

 

Refer to the tables below for a description of each element of this form:

Criteria Tab  Back to Top

Field

Description

Cut Off Dates:

The date range covered by the end of day cutoff The date range covered by the end of day cutoff defaults to the date range from the last end of day completed to the current date (if payments were entered today). The End of Day form helps you check that cash in hand matches what ROS2000™ calculates you should have. defaults to the date range from the last end of day completed to the current date (if payments were entered today). To change the dates, click the down button in the From Date: or To Date: fields to select new dates from the drop-down.

Employees:

Process the activity for a particular employee by clicking to place a checkmark beside the employee name in this scroll box. Include all employees in the cutoff by ensuring no employee name is selected. Use this option if all staff share one cash drawer. 

Business :

Click to place a checkmark beside the name of the business for which you would like to complete a cut off.

Cash Count Tab  Back to Top

Field

Description

Money Count Totals

Click the desired count box and type in the number of bills you have in that denomination (not the dollar value). Press the Tab key on your keyboard to advance to the next cell. Repeat this procedure, entering the number of bills that you have of each denomination. Enter the actual dollar value of the coins that you have in the Coin box.

Sub-Total:

The total cash you entered, as calculated by ROS2006"

Float:

If you used a float at the start of the day, enter the amount here. It is deducted from the cash count.

Foreign Conversions:

The value listed in Foreign Cash Totals is shown here in local currency.

Total Cash:

This is the total cash on hand, calculated by ROS2006.

 

A/R Transfers:

This is the total of payments received as transfers to accounts receivable.  This number is calculated by ROS2006™ when you click the Process button.

A/P Transfers:

This is the total amount transferred from accounts receivable to current reservation accounts.  This is also calculated when you click the Process button.

Total:

A/R Transfers + A/P Transfers = Total

 

 

Foreign Cash Tab

 

 

Field

Description

Currency

This is the Currency/Country text (for example, "Canadian") as entered in International Currency Setup (Setup - Currency Exchanges).

Foreign

Click the table cell where the desired currency and Foreign column intersect and type the total amount of foreign currency.

Local

This column will automatically display the total value of each foreign currency in local (default currency) according to the exchange rates entered in International Currency Setup (Setup - Currency Exchanges).

Total:

This is the total value of all "converted" foreign currencies (i.e. the value of each foreign currency after it has been converted to local currency using the exchange rate entered in setup).

End of Day Payment Entry Tab  Back to Top

Field

Description

Payment Type

This lists all methods by which this business accepts payment.  1 = Payment, 2 = Deposit , 4 = Refund.

Payment Amount

Enter the total dollar amounts for each type of payment (Check, etc.). Note that the Cash amount contains the figure from the Total Cash: box on the left.

Adjustment

Edit this column to correct differences between your totals and the computers totals. Use the Difference column to see where adjustments are necessary. If you have a positive outage in the Difference column you must enter in the adjustment as a negative and vice versa.

Computer Totals

This is the total dollar amount for each payment type entered in ROS2006" today.

Difference

This is the difference between the amounts listed in the Other Payments column and the Computer Totals column. These figures may need adjustment.

Totals:

These are the totals of each vertical column.

Over / Short:

The individual amounts are displayed in the Difference cells. The final accounting is listed in the bottom right corner, labeled appropriately as Over, Short, or Even.

Computer Foreign Summary  Tab  Back to Top

Except for the column headers, this tab is blank when opened.

 

  1. Click the Recalculate button to display the breakdown of foreign currency received.  These figures are organized by currency type, and specify the amount received in both the foreign and default (i.e. local) currencies.  

  2. Check the Default Currency amounts against the actual count of foreign currency for each currency type you have on hand.  The total is listed in the Total Default Currency Converted from Foreign box in your default (local) currency.

  3. Enter this figure in the Foreign Conversions box on the Cash Count tab.

Function Buttons  Back to Top

Button

Function

Reconcile

After processing, if there is a number other than $0.00 in the Difference column, click Reconcile. The program displays detailed entries for the day to help you find the differences. To correct a mistake without recording the error, click Reset. The current totals are erased. Re-enter the information and process again.

Comment

If you want to add notes to this cutoff, record them in the comments box. Click Comment to load the form.

Process

After entering all cash and other payments, click Process.  ROS2006" lists the amounts you should have in the last row of the Computer Totals column.

Reset

If you made a major mistake and want to start the cutoff over again to avoid confusion, click Reset.

Click this button for specific help on using the End of Day form.

Close

Exits the End of Day form and completes the cutoff. This saves the totals to the database. Totals cannot be altered after the form is closed.

Example - Completing a Cutoff  Back to Top

  1. From the Tools menu, select Procedures - End of Day.  The End of Day form opens.

  2. Enter the correct Cut Off Criteria:

    1. Click to view the Criteria tab.

    2. Select the desired date range by using the From: and To: drop-down lists.  

Note:  The date range covered by the end of day cutoff defaults to the date range from the last end of day completed to the current date (if payments were entered today).

  1. Click to select the employee(s) to be included in the cutoff from the Employees: list.   

*Note: To include all employees, do not select any.  The default is to include all.

  1. Click to view the Cash Count tab.

    1. Click inside the desired count box (light yellow boxes in the Cash Count frame) and type in the number of bills you have (not the dollar value) for each denomination.

    2. Press the Tab key on your keyboard to move to the next denomination cell.

    3. Repeat this procedure for the other cells, entering the number of bills that you have of each denomination.

    4. Enter the actual dollar value of the coins that you have in the Coin box.

    5. Note the cumulative total calculated for you and placed in the Sub-Total box.

    6. If you started with a float, enter the total amount in the Float: field.  This will be subtracted from your total cash count.

  2. The Foreign Conversions: value will be entered automatically when you fill in the Foreign Cash tab fields.

  3. Click to view the Foreign Cash tab.

    1. Click the table cell where the desired currency and Foreign column intersect and type the total amount of foreign currency.

    2. Repeat for each currency row.

  4. In the Payment Amount column, enter the amounts in your till for each type of payment listed.

  5. Click the Process button or press <Alt> + P.  

    1. A warning message displays, asking if you would like to proceed with processing this cut off.  Click the Yes button to continue.  Click the No button to cancel.

    2. ROS2006" shows the dollar amount you should have in the last row of the Computer Totals column.

  6. If there is a number other than $0.00 in the Difference column, click the Reconcile button. The program displays detailed entries for the day. This should help you find the differences.  See an example Reconcile window below:

  1. If you received a payment during the day and forgot to register it, you can enter the payment before you complete the End of Day process. For example, Mr. Smith left $20 in cash to pay off a jet ski rental that was charged to his account but this payment was never entered in ROS2006".

    1. Click the Make Payment button on the bottom left side of the End of Day Reconcile form. This opens the Reservation Utility Tool so you can select the client and make the payment.

    2. Close the payment and then the reservation form to return to the Reconcile form.

    3. If you do not remember which client left the $20, do not record the payment at this point. The payment has to be allocated to a specific transaction on a client account.

    4. Forward the extra payment to the following day in your float until it can be properly allocated.

  2. Once you have recorded the missing payment to reconcile your error, click the Close button to return to the End of Day form.

  3. Since you corrected the difference with a payment you must enter that correction into the Adjustments column, in our case the $20 cash.

    1. Remember to type a minus (-) sign if you are entering a negative amount.

    2. Press the Enter key on your keyboard.  The Over/Short box recalculates to display the new totals.

  4. Click the Close button. You are prompted to use the Comment dialog to briefly explain the adjustments.

Enter a comment, as desired, and click the Close button.  The following message will appear:

Click the Yes button to complete the cut-off, click the No button to cancel, and resume End of Day procedures.

  1. The Report Selection form displays. Click to choose the report you want to print.  See below:

Back to Top

 

See Also: Review Cut Off Log File