Cash Reconciliation – Physical Cash vs. System Balance

Count the physical drawer and compare the same shift

Cash reconciliation compares notes and coins with recorded cash payments and drawer movements. The day's cash sales are not the same as all drawer contents: float, deposits, withdrawals, refunds and cash back can also affect the balance.

Check the correct register and shift. A restaurant report combining multiple registers cannot be directly compared with one drawer.

Open cash counting

1. Open the POS side menu using the menu button.
2. Select Växelkassa.
3. Choose Räkna kassa for a check during the current shift, or Stäng pass to close it.
4. Count notes and coins and enter the quantity for each denomination.
5. Check Räknat totalt and optionally add an Anteckning (Note).
6. Click Spara räkning or Stäng pass, depending on the chosen action.
7. Review Förväntat, Räknat and Differens (Expected, Counted and Difference).

You need cash counting permission. If the difference exceeds the system tolerance, Manager-PIN krävs may appear. Have an authorized manager review and approve it. The tolerance controls the workflow; it is not a tax rule approving the discrepancy in accounting.

Count cash and Close shift are different

Räkna kassa saves a control count and lets the shift continue. Stäng pass saves the count and closes the shift; the next shift starts with a newly registered float.

Neither button replaces the Z-report. Perform daily close separately under Admin → Bokföring → Dagsavslut → X/Z-rapporter using your restaurant's process.

A cash count records what you counted. It does not automatically change sales or create a 3740 accounting line for the difference.

Example: calculate what should be there

Assume these actual movements in one drawer:

Counting SEK 4,928 gives a +SEK 3 difference; SEK 4,920 gives −SEK 5. A deposit increases the balance. Voiding an unpaid order does not pay money out of the drawer.

If you used split payments or gave cash back, reconcile these events against receipts and actual cash movements too. Do not assume every difference from the displayed balance is a counting error.

Document and investigate discrepancies

Recount first. Then check:

• that the float was registered once for the correct shift;
• that deposits and withdrawals belong to the correct register;
• that cash purchases were not recorded as card or vice versa;
• that refunds match the money leaving the drawer;
• whether cash back or partial payments explain the difference;
• that you are not comparing different periods or several registers with one drawer.

Keep the date, register, count, difference and explanation. Review recurring discrepancies with the responsible manager. A discrepancy shows that reconciliation is needed; it does not by itself identify the cause.

Accounting follow-up

Give the cash count and relevant receipts to the bookkeeper. A physical difference needs assessment and, where necessary, posting under the company's process. Vendion uses 3740 for voucher balancing/rounding, which is a different calculation from physical cash counting.

Account 1910 in the company's ledger can also include cash beyond the individual drawer. Reconcile transfers to the safe and bank separately. Do not change a sales line just to make the drawer balance match.

Reconcile other payment methods too

Use Bokföring → Dagsavslut → Periodrapport to download records for a date interval. Match the external reconciliation period and distinguish the sales date from the bank payout date.