Cash end of day

During the day, every payment a rep takes is booked into the rep’s own accounts: cash into their cash account, card and bank transfer into their clearing account. At the end of the day the rep counts what they hold and submits it from the rep app. A manager checks the count against what the rep collected and approves it, and Finance moves the money into your main accounts.

Before the first end of day

Set the Main drawer account, the Main clearing account and the Cash over/short account in the field sales settings. An end of day cannot be approved without them. Each rep also needs both a Cash bank account and a Clearing bank account on their profile, or the rep app does not offer the cash count.

What the rep is expected to hold

The expected amounts are worked out by the server from the payments the rep recorded that day:

• Expected cash is the total of the cash payments booked into the rep’s cash account on that business day.
• Expected clearing is the total of the card and bank transfer payments booked into the rep’s clearing account on that day.

A rep with a van submits their van count before their cash count; a rep without one counts only their cash. Either way, the day ends when the cash count is submitted. With Blind end of day on in the settings, the rep counts without seeing the expected amounts, so the count is honest.

Approve a cash end of day

A manager checks each submitted end of day before the money moves to the main accounts.

Caution

Approval cannot be undone, and an end of day cannot be sent back to the rep. Settle any difference with the rep before you approve.

1. Go to Field ‣ Operations ‣ Cash end of day and open an end of day with the status Submitted.
2. Compare Expected cash with Counted cash, and Expected clearing with Counted clearing. The Cash difference and Clearing difference show any gap, and Notes holds the rep’s explanation.
3. Click Approve, then Approve in the dialog.

The end of day shows Approved, with Approved by and Approved at. Finance gets a draft journal for the business date:

• the counted cash goes into the main drawer account and the counted clearing into the main clearing account;
• the expected amounts come off the rep’s cash and clearing accounts, so they are back to zero;
• any difference goes to the cash over/short account.

When nothing was collected and nothing counted, no journal is raised.

Example

A rep for a water distributor takes 2,400 in cash and 900 by card during the day. At the depot they count 2,380 in cash and 900 in card slips. On approval, the journal puts 2,380 in the main drawer and 900 in the main clearing account, takes 2,400 and 900 off the rep’s accounts, and books the missing 20 to cash over/short.

Post the hand-over journal

The journal waits in Finance as a draft, so someone in Finance can check it before it reaches the books.

1. Go to Finance ‣ General ledger ‣ Journal entries and open the draft for the rep’s business date. Its Source reads Field cash end of day and opens the end of day it came from. Its lines read Main drawer, Rep cash, Main clearing and Rep clearing, each followed by Field cash end of day and the end of day’s number.
2. Check the lines, then post it as in Post a journal entry.

The money now shows in your main drawer and main clearing accounts, ready to bank.

Find an end of day

Field ‣ Operations ‣ Cash end of day lists every rep’s end of day, newest first, with the rep, the Business date, the status and the cash figures. Filter by status to see the ones still waiting for approval.

Messages you may meet

Message	What to do
Set the main drawer, main clearing and cash over/short accounts in FieldOps settings before approving.	Set the three accounts in the settings, then approve again.
Only a submitted cash end of day can be approved.	It is approved already; refresh the page.
The rep’s cash and clearing are in different currencies, so one journal cannot carry both.	Give the rep a cash account and a clearing account in the same currency.