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Resolving CashBook & Till Discrepancies

Purpose

This guide provides counter operators and branch managers with a systematic troubleshooting protocol when the daily cash reconciliation exhibits a non-zero variance.

The Discrepancy Protocol

graph TD
    Variance["Reconciliation Shows Non-Zero Variance (Red)"] --> Check{"Variance Type"}
    Check -->|Negative (< € 0.00)| Shortage["Cash Shortage: Physical Cash < Expected"]
    Check -->|Positive (> € 0.00)| Surplus["Cash Surplus: Physical Cash > Expected"]

    Shortage --> Recount["Step 1: Physical Recount of Kassa & Reserve"]
    Surplus --> Recount

    Recount --> Compare["Step 2: Compare Physical Till with Receipts"]
    Compare --> LedgerAudit["Step 3: Audit Today's Ledger Transactions"]
    LedgerAudit --> Correct{"Missing Booking Identified?"}

    Correct -->|Yes| LogBooking["Record Missing Transaction in Ledger"]
    Correct -->|No| ManagerEscalation["Escalate to Branch Manager for Adjustment Booking"]

1. Systematic Audit Steps

If the VARIANCE/DIFFERENCE indicator is highlighted in red (< € 0.00) or indicates unexpected surplus:

Step 1: Complete Physical Recount

  1. Click Reset Counts in the reconciliation footer.
  2. Re-open the till drawer and safe reserve.
  3. Recount each coin cup and banknote strap individually.
  4. Ensure no banknotes are caught behind the cash drawer sliders or underneath coin trays.
  5. Re-enter the counted values into KASSA and RESERVE.

Step 2: Audit Today's Counter Transactions

  1. Navigate to the Ledger tab in CashBook.
  2. Filter by CASH and select Today in the date picker.
  3. Cross-reference each ledger row against the physical physical slips in the counter tray:
  4. Were all cash pawn payouts handed out with corresponding booking numbers?
  5. Were any redemptions or extensions paid in cash where the operator forgot to click Confirm Extension or Confirm Payback?
  6. Did a customer pay by card or bank transfer, but the operator accidentally selected Cash as the payment type?

Step 3: Check Safe-to-Till Transfers

Verify whether cash was transferred between KASSA and RESERVE during the day without logging an internal transfer booking.

2. Recording an Authorized Discrepancy Booking

If the physical discrepancy cannot be accounted for through missing deal slips:

  1. Notify the Branch Manager.
  2. Click + New Ledger Entry on the CashBook page.
  3. Select Transaction Type: Discrepancy Correction.
  4. Enter the variance amount:
  5. For shortages: enter the negative variance as an expense outflow.
  6. For surpluses: enter the positive variance as an other-income inflow.
  7. In the Booking Text field, record the mandatory audit justification:
  8. Include the date, the supervisor present, and the investigation conclusion (e.g., "End-of-day till variance -€ 10.00 investigated; no missing pawn tickets found; authorized by Branch Manager K. Kürsten").
  9. Submit the entry. Return to Reconciliation and re-verify that the variance is now € 0.00.
  10. Click Submit Reconciliation to finalize the daily closing.