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POS Cash Collection

At the end of the day the money is handed over — to a collector, to the safe or to the bank. This document records how much was handed over and in what form, and it is what moves the cash from the till account to the "cash in transit" account.

Where to find it: Modules → POS → Registers → POS Cash Collection

The thing to know up front: only cash is collected. Money taken through the card terminal is in the bank already — it is shown in the document but never reaches the posting.

Neither the till nor the shift closing creates this document. In the window every field, including the OK flag and the table rows, is closed for editing, so documents with data arrive here only through the integration (API) or an import.

Worked example

Cash collection document

The header: Number (assigned by the system), Date and Time of the handover, Cashbox and Cashier handing over. The OK flag is the posting switch: until it is set, the document exists but no posting does.

The matrix breaks the takings down by payment method. Two rows in the example: CASH — 480.00 and CARD — 320.00. Total 800.00 is the document total; the system does not recompute it from the rows.

What posting does

The system finds the cash row and makes a single posting:

Dr Cr Amount
333 "Cash in transit in national currency" 301 "Cash on hand in national currency" 480.00

The 320.00 card row did not make it into the posting: that money is already on account 311, there is nothing to move.

Where the accounts come from:

  • which payment method counts as cash — the "POS cash" field: the point-of-sale card (POS payment modes) is checked first, then the general POS settings;
  • the cash account is the account of that payment method (CASH in the example) from the Payment Methods list;
  • the collection account is the "Cash collection account" field: again the point-of-sale card first, then the general setting;
  • if the collection account is set nowhere, the document still posts, but the posting is made "into itself" (Dr 301 / Cr 301) and moves nothing. That is not a system error but an unfilled setting;
  • if "POS cash" is set nowhere, the document posts with no posting at all, and the system gives no warning.

If the payment method has no financial account, posting stops with "Specify the account of the payment method". In a period closed for changes (by the document date) the collection cannot be posted or unposted — the same period lock as for ledger entries applies.

List of cash collection documents

Where the data comes from

  • The payment method in a matrix row is recognised in two forms: the code (CASH) or the name of the payment method ("Cash (GBP)").
  • The cash amount for the posting is the sum of ALL rows matching the cash payment method; the other rows are there to reconcile with the cashier, not for the ledger.
  • The system neither reconciles nor links the document with the till withdrawals: there can be several withdrawals a day, and the collection amount is set by the document itself.

Parameters

Field Description
Number Document number, assigned by the system.
Date, Time, Full date Moment of the handover.
Cashbox The till whose takings are handed over.
Cashier Who hands them over.
OK Posting flag: creates the posting. It cannot be changed in the window; the system lets only a user with the "Can remove OK" right clear it. A posted document cannot be deleted: "You cannot delete a confirmed document" — clear OK first.
Total Total amount of the document.

Matrix

Column Description
Payment method Code or name of the payment method.
Sum Amount handed over by this method.

All fields and columns are view-only.

Common situations

The document is posted, but nothing is on account 333. Check the matrix row: the payment method code must match the one in "POS cash" of the till card or of the general setting. If the document says CSH while the setting says CASH, the row is not recognised as cash and no posting is made. Likewise there is no posting if "POS cash" is filled in neither on the till card nor in the general setting.

The posting came out as Dr 301 / Cr 301. The collection account is not filled in. Set it in the till card or in the general setting — it affects documents posted after that. A document already posted cannot be re-posted from the window.

Card money should be moved too. It should not: the bank credits card money itself, and in the ledger it sits on the bank account from the start. The card row stays in the document to reconcile the day's takings.

Several tills. Each document belongs to one point of sale: the system takes the cash code and the collection account from that very till's card, and where it is empty — from the general setting.

See also