Reconcile Daily Cash Drawer

The online system supports cash drawer reconciliation in order to balance the drawer on change of shift or at the end of the day. The system will also optionally create bank deposit slips. Cash drawer reconciliation is enabled by an Administrator from the Admin Tab / Parameters and Settings / Financial Parameters. Staff or manager level employees may perform a cash drawer reconciliation if permission to do so is granted in the Staff Parameters.  

Cash Management Menu

Once enabled, Cash Drawer Reconciliation is accomplished from the Financial Tab / Cash Management menu. Clicking "Go" next to Cash Drawer Reconciliation results in the opening of a reconciliation form. This form will list and total all the transactions within the reconciliation period, and the person performing the drawer closing will need to input the present cash count and any amount of cash to be deposited. At this point, the button to "Delete Reconciliation" can be used to abandon the process without consequence. 

Once the "Data is Correct and Complete" option has been selected, the reconciliation is final, and a review of any transactions locked by the most recent reconciliation will show the notation "adjustment to payment will require new drawer close". 

Previous Cash Drawer Reconciliations

A record of all previous reconciliations can be accessed from the Cash Management menu. Clicking the "Recap" button will result in a summary of the reconciliation that can be viewed and printed. Clicking the "Detail" button will result in a detailed copy of the reconciliation that can be viewed and printed. Clicking the "Redo" button corrects or deletes the most recent reconciliation and requires that the reconciliation be redone immediately. For system security reasons and good accounting principles, only the most recent reconciliation can be revised.

Ticket Lock Options

Your system may be set up in one of three ways in regards to locking transactions due to inclusion in a cash drawer reconciliation (Set by an Administrator from the Admin tab / Parameters and Settings / Financial Parameters):

1. Lock all tickets included in a cash drawer reconciliation
2. Lock only tickets with payments / credits (NOT zero balance, prepay, or in-house charge account tickets)
3. Do not lock any tickets due to inclusion in a cash drawer reconciliation. This is not compatible with bank deposit slip creation. (Does not change the ticket locks created through monthly billing or accounting closing day.)

Option 1 provides the most rigorous control. Option 2 is most often used by subscribers with in-house accounts, monthly billing, and leaseback arrangements to provide some flexibility for adjusting non-financial aspects of those tickets before month end processing. Option 3 is available for those subscribers who use the cash drawer reconciliation process as more of a reporting feature without preparing actual bank deposits. 

Revising / Deleting Tickets Locked by Cash Drawer Reconciliation

Locked tickets included in the most recent reconciliation can be canceled by re-opening the ticket, removing the payment line, then canceling the ticket. Afterwards you must go to the Cash Management menu and "Redo" the reconciliation.  
 
Locked tickets included in the most recent reconciliation can have the payment line adjusted, but doing so will immediately direct you to redo the cash reconciliation.  
 
Locked tickets included in reconciliations prior to the most recent are locked and can not be adjusted. If changes need to be made, they must be made by creating a new "adjusting" transaction.

An adjusting transaction should always be considered before revising an existing ticket. When you create a ticket/receipt it is a valid accounting document. It's in your system, it may have been printed and handed to the customer, it may have been emailed to the customer, or the customer may see it by logging in and checking their account. Deleting or revising existing accounting documents is not recommended, even if they were in error. Instead create an adjusting transaction to show the correction of the error. 

Note: Aircraft utilization/times not related to the financial aspect of a ticket can always be adjusted without re-opening a ticket. This is accomplished from the aircraft utilization reports found from the Review tab and from the Manage tab.  

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02/18/11 cli