Revenue Management
Cash Up
Check what was counted against what was expected, and keep cash on site up to date.
Can't find what you need? Contact Cinchio:
About
A cash up reconciles your payments. It compares what you counted with the payment totals expected from your sales, and shows any variance.
Three ways to cash up
By till
Each till separately, physical or virtual, with its own results.
By location
Each location, combining its tills.
By site
The whole site, combining all its tills and locations.
Cash ups run one after another, so you can cash up daily, several times a day or over several days.
How a cash up moves on
Pending
Created, ready for a count.
Counted
Count entered, but not approved. Nothing has moved yet.
Approved
Any variance accepted, and the counts moved into the site accounts.
Completed
The period it falls in is complete. Only if you use periods.
When a cash up is approved
Cash on site is updated
The cash is added to your site's cash on site balance, ready to bank.
Bank deposits are created
Automatic bank deposits are created for integrated payment types.
Reporting
Additional features
- Quick Cash Up
- Blind Cash Up
- Cash Skimming
- Auto-Generate Pending Deposits
- Petty Cash Purchases
- Cash Up Day Notes
- Transaction Customer Assignment
Ready to start?
Go to the Create tab.
Create
There are three ways to create a cash up. Pick the one that suits your operation, and stick to it.
How are you creating the cash up?
Standard
1
Start a new cash up
Go to Revenue Management > Cash Ups and select NEW CASH UP.
2
Check the previous cash up
The previous cash ups are shown for reference. The new cash up starts when the last one shown ended.
3
Fill in the details
Fill in:
The till, location or site you're cashing up.
Change the description filled in for you, if you need to.
When the cash up ends.
The count template. It may be filled in for you.
The sales date the cash up belongs to.
4
Create it
Select CREATE CASH UP.
The cash up is created in Pending. Next, enter the counts.
Quick Cash Up
Quick Cash Up must be on
This is only available if Quick Cash Up is turned on for your site.
1
Start a quick cash up
Go to Revenue Management > Cash Ups and select QUICK CASH UP.
2
Choose the till or location
If you cash up by till or by location, choose the till or location.
3
Check the dates
The cash up is created for the next day that needs cashing up, based on the previous cash up. Check the dates are right before you enter any counts.
The cash up is created in Pending. Next, enter the counts.
Operations Hub
Front-of-house teams can create a cash up by entering the closing count at the end of a shift, with Cash Counts in the Operations Hub. The cash up is created in Counted state, ready for a manager to check and approve here.
Enter Counts
Enter what you counted, check the variance, then approve the cash up.
Steps
1
Open the cash up
Go to Revenue Management > Cash Ups, find the Pending cash up and select EDIT.
2
Check the details
In the top section, check:
The expected values are based on every transaction between these times.
The sales date being cashed up.
If you need to, also fill in:
The cash up description. You can't change it if Quick Cash Up is on.
The number of the bag the cash is sealed in.
Any notes. These may be required if you use Day Notes.
3
Enter the counts
The Cash Up Counts section is laid out by the cash up count template. Enter each count in the Count Value column. If you're counting by quantity, enter the number of notes or coins, not their value. Integrated payments may be filled in for you.
The account the money goes into when the cash up is approved, and its account type.
Each payment type shows the total counted, the amount expected from transactions, and any variance, with an overall total at the bottom. These are hidden if Blind Cash Up is on.
4
Approve, or save for later
Choose what to do next:
APPROVE
Accept the counts and any variance. This moves the money into the site accounts.
SAVE
Keep the cash up in Pending, to make more changes later.
COUNTED
Move it to Counted, so someone can check it before it's approved.
Once approved, the counts are processed as set in the cash up count template: automatic bank deposits are created for Bank accounts, and Cash and Control account balances are updated.
Can't approve it?
Search
Find cash ups by description, date or state.
Shown straight away
When you open Revenue Management > Cash Ups, cash ups in Pending or Counted state that ended in the last 30 days are listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH:
All or part of the cash up's description.
Cash ups that end in the selected dates.
Cash ups in the selected states.
What's shown
The cash up's description.
Whether it was created in the Back Office or at the Till.
The sales date it belongs to.
When it starts.
When it ends.
Its current state.
The till it's for, if you cash up by till.
15 cash ups are shown per page. Use the page selector at the bottom right to move between pages.
Roll Back
Roll an approved cash up back to Pending, so you can change it.
You can only roll back a cash up if
You have the rights
If you don't but think you should, find out how to get access.
It's Approved
A Counted cash up is still open: select PENDING in it instead. A Completed cash up can't be rolled back.
Its period is open
If you use periods, the period it falls in must still be open.
Steps
1
Open the cash up
Go to Revenue Management > Cash Ups, find the cash up and select EDIT.
2
Roll it back
Select UNAPPROVE and confirm.
The cash up is back in Pending, and can be changed.
Delete
Delete a cash up you no longer need.
You can only delete a cash up if
You have delete rights
If you don't but think you should, find out how to get access.
It's Pending
If it's been approved, roll it back first.
It's the most recent
It must be the latest cash up for its till, location or site, depending on how you cash up.
This can't be undone
Deleting a cash up is permanent. It can't be recovered.
Steps
1
Open the cash up
Go to Revenue Management > Cash Ups, find the cash up and select EDIT.
2
Delete it
Select DELETE and confirm.
The cash up is deleted.
FAQs
Frequently asked questions
QHow do I add a new payment type to cash ups?
When a new payment media is used on the POS or a remote sales channel, it must be added to the cash up process.
1
Configure the payment media
Update the new payment media to assign it to a media type in Cinchio Back Office. This may already have been done when the media was created. See media types.
2
Create the deposit accounts
Create a chart account for counts of this payment type to be deposited to:
Your code for the account, such as its GL code, or a general code if you don't need one.
The account's name.
The same media type as the payment media.
Then create the linked site accounts at every site that will use the payment media.
3
4
Add it to the count template
Update the cash up count template at each site. Add a line with at least:
The denomination you created.
The site account you created.
The new payment type is included in your cash ups.
Troubleshooting
I can't approve my cash up
Several checks run when a cash up is approved. If one fails, you'll see one of these:
Your user role doesn't include approving cash ups. Find out how to get access.
A day note is set as required but hasn't been filled in. Scroll down to Day Notes in the cash up and complete it.
An earlier cash up for this till, location or site still needs approving, and cash ups must be approved in date order. Select CANCEL, then approve the earlier one first.
Only cash ups that ended in the last 30 days are listed at first, so you may need to search for older ones.
A new payment media was used during the cash up, but it isn't set up for cash ups yet. Add the new payment type to cash ups.
Product sales don't match the payments in the cash up's date range. Contact the European Helpdesk or the North American Helpdesk with a screenshot.
A transaction didn't pass Cinchio Back Office's checks, so it's been set aside for review. This is logged with Cinchio automatically and is usually resolved within 24 hours. For now, save the cash up in Counted state.
My cash up has the wrong dates
Every cash up has a start date, an end date and a sales date.
Which date is wrong?
Start date and time
The start date is when the cash up begins. It's taken from the end of the cash up before it, so if it's wrong, the previous cash up's end date is probably wrong.
End date and time
The end date is when the cash up finishes. It's set by you in Cinchio Back Office, or automatically when a cash up is created from the POS or with Quick Cash Up. It can't be changed afterwards.
1
Delete the cash up.
2
Create it again, with the right end date.
The cash up has the right end date.
Sales date
The sales date is the trading day the cash up belongs to. It links the cash up to the rest of Revenue Management. For example, bank deposits are matched to cash ups with the same sales date.
You can change it while the cash up is Pending. If it's been approved, roll it back first.
It must fit the dates
The sales date must fall between the cash up's start and end, based on your company's reporting day.
Cash Up Gross and Sales Date Gross don't match
The Cash Up Summary report has two gross sales columns:
Total gross sales on the sales date.
Total gross sales in the date range of each cash up linked to that sales date.
They should usually match. If they don't, at least one cash up for that sales date has the wrong date range, so it's picking up sales from another day. See the wrong dates.